fresh fruit and vegetable program requirements training ...€¦ · flint, school district of the...

Michigan Department of Education Office of School Support Services

School Nutrition Programs P.O. Box 30008

Lansing, MI 48909

Fresh Fruit and Vegetable Program Requirements Training

2012 - 2013


School Nutrition Programs

Fresh Fruit and Vegetable Program (FFVP)

TABLE OF CONTENTS

1. Overview USDA FFVP Fact Sheet School Year 2012-2013 FFVP Participating Schools

2. Procurement Instruction for Completing Informal Procurement Procurement Geographic Preferences USDA Memo SP-18-2011 USDA Memo SP-01-2010 School Gardens USDA Memo SP-32-2009

3. USDA Fresh Fruit and Vegetable Program – A Handbook for Schools 4. Administrative Resources Prototype School Action Plan

School Action Plan- Sample Standard Operating Procedures- Sample Sample Production Records Handling Fresh Produce in Classrooms Storing Fresh Produce

5. Claim Process Claim Instructions Security Authorization Form Reimbursement Form Justification of Large Equipment Purchase Form Allowable and Non-Allowable Expenditures Review Process

6. Review Process Sponsor Monitoring Form Coordinated Review Effort

7. Frequently Asked Questions USDA Memo SP 35-2008

8. School Support Services Contact Information

Chapter One

FRESH FRUIT AND VEGETABLE PROGRAM 1. What is the Fresh Fruit and Vegetable Program? The Fresh Fruit and Vegetable Program (FFVP) is a federally assisted program providing free fresh fruits and vegetables to students in participating elementary schools during the school day.

The goal of the FFVP is to improve children’s overall diet and create healthier eating habits to impact their present and future health. The FFVP will help schools create healthier school environments by providing healthier food choices; expanding the variety of fruits and vegetables children experience; and increasing children’s fruit and vegetable consumption.

2. When did the FFVP become a national program?

The FFVP began as the Fresh Fruit and Vegetable Pilot Program, authorized by Congress under the Farm Security and Rural Investment Act of 2002 (P.L. 107‐171) in a limited number of States and schools. The purpose of the pilot was to identify best practices for increasing fresh fruit and vegetable consumption among students, and to determine the feasibility and students’ interest.

In 2008 the Food, Conservation and Energy Act of 2008 established the FFVP as a permanent program under section 19 of the National School Lunch Act. This law also expanded the FFVP nationwide to 50 States, the District of Columbia, and the territories of Guam, Puerto Rico and the Virgin Islands and substantially increased the funding level.

3. Who may participate in the Fresh Fruit and Vegetable Program? The 50 States, District of Columbia, and the territories of Guam, Puerto Rico and Virgin Islands may participate. The FFVP is targeted to elementary schools with the highest free and reduced price enrollment.

4. Who administers the Program? The Food and Nutrition Service that administers all the Child Nutrition Programs at the Federal level also administers the FFVP. At the State level, the FFVP is usually administered by the State

education agency, which operates the program through agreements with school food authorities (SFA).

5. How does the Fresh Fruit and Vegetable Program work? Elementary schools participating in the program receive between $50.00 ‐ $75.00 per student for the school year. The State agency decides the per‐student funding amount based on total funds allocated to the State and the enrollment of applicant schools.

With these funds, schools purchase additional fresh fruits and vegetables to serve free to students during the school day. They must be served outside of the normal time frames for the National School Lunch (NSLP) and School Breakfast Program (SBP). The State agency or SFAs determines the best method to obtain and serve the additional fresh produce.

Schools participating in the FFVP submit monthly claims for reimbursement which are reviewed by the SFA before payment is processed to the SA. Schools are reimbursed for the cost of fresh fruits and vegetables and limited non‐food costs.

State agencies are provided funds for administration of the program according to federal requirements.

6. What are the Program requirements for eligible elementary schools? Schools have the flexibility to develop their own implementation plan, choose the type of produce, number of days a week and times during the day (outside of NSLP and SBP operation) to provide free fresh fruits and vegetables to their students. The number of times the program can be offered during a school week is dependent on the level of funds a school receives. FNS strongly encourages schools, whenever feasible, to offer the FFVP no less than 2 days a week. Schools must agree to widely publicize the availability of the program. Schools must follow all food safety requirements and HACCP guidance. Schools are encouraged to develop partnerships to help implement the program, such as with local universities, extension services and local grocers.

7. How do schools purchase fruits and vegetables for the Program?

Schools may purchase their fruits and vegetables through the same system they make purchases for the NSLP and SBP. They may acquire produce through the DOD Fresh program, or they may purchase locally. In all cases, schools must follow proper procurement procedures and produce must be purchased according to existing local, State and Federal guidelines.

8. How is the program funded?

Congress established the funding amount and cycle for the FFVP as follows:

October 1, 2008: $40 million

July 1, 2009: $65 million



July 1, 2012 and each July1 thereafter, the amount made available is adjusted to reflect changes for the 12‐month period ending the preceding April 30 in the Consumer Price Index.

The funding level per state is determined through a formula allocation and provided through the States’ Letter of Credit.

9. How many schools participate in the FFVP? In school year 2008‐2009, 1,956 schools participated with an enrollment of approximately 740,327 students. Each year the number of participating schools is expected to increase due to the increased funding provided.

January, 2010

Applicant Building Name AmountAdrian City School District Adrian Middle School 5/6 Building $30,030Adrian City School District Alexander Elementary School $26,520Adrian City School District Lincoln Elementary School $17,745Adrian City School District Michener Elementary School $21,516Adrian City School District Prairie Elementary School $16,965Albion Public Schools Harrington Elementary School $19,890Alpena Public Schools Lincoln Community School $10,692Baldwin Community Schools Baldwin Elementary School $23,958Bay City School District MacGregor Elementary School $33,264Bay City School District Washington Elementary School $31,680Benton Harbor Area Schools MLK STEAM Magnet Academy $21,582Benton Harbor Area Schools Morton Elementary School $18,414Benton Harbor Area Schools Sorter International Elementary School $21,450Buena Vista School District Henry Doerr CDC $10,164Carrollton Public Schools Carrollton Elementary School $49,660Chandler Park Academy Chandler Park Academy - Elementary $67,452Clintondale Community Schools Robbie Hall Parker School $30,228Conner Creek Academy East Conner Creek Academy East - Elementary $32,305Dearborn City School District Henry Ford Elementary School $50,895Dearborn City School District Iris Becker Elementary School $18,414Dearborn City School District Maples Elementary School $39,390Dearborn City School District McCollough Elementary School $69,680Dearborn City School District McDonald Elementary School $24,570Dearborn City School District Oakman Elementary School $18,850Dearborn City School District Salina Elementary P - 3 $32,472Dearborn City School District William Ford Elementary School $40,524Detroit City School District Bagley Elementary School $29,040Detroit City School District Beard Elementary School $10,428Detroit City School District Beckham, William Academy $36,828Detroit City School District Bennett Elementary School $36,465Detroit City School District Brown, Ronald Academy $61,248Detroit City School District Carleton Elementary School $31,614Detroit City School District Chrysler Elementary School $11,418Detroit City School District Clemente, Roberto Academy $48,555Detroit City School District Cooke Elementary School $24,288Detroit City School District Edison Elementary School $22,374Detroit City School District Fisher Magnet Lower Academy $49,896Detroit City School District Gardner Elementary School $17,754Detroit City School District Mann Elementary School $28,446Detroit City School District Marshall, Thurgood Elementary School $24,354Detroit City School District Mason Elementary School $22,968Detroit City School District Neinas Elementary School $25,278Detroit City School District Oakman Elementary / Orthopedic School $18,612Detroit City School District Pasteur Elementary School $26,730Detroit City School District Thirkell Elementary School $37,224

Michigan Department of EducationOffice of School Support Services

2012-2013 U.S. Department of Agriculture (USDA)Fresh Fruit and Vegetable Program (FFVP)

Applicants Recommended for Funding

Page 1 of 3

Applicant Building Name AmountDetroit City School District Vernor Elementary School $20,196Detroit City School District Wayne Elementary School $23,100Detroit City School District Wright, Charles School $39,996Detroit City School District Young, Coleman A. Elementary $42,834Detroit Leadership Academy Detroit Leadership Academy $20,280Detroit West Preparatory Academy Detroit West Preparatory Academy $18,876Dowagiac Union School District Patrick Hamilton Elementary $20,605Ecorse Public School District Ralph J. Bunche Academy $20,394Flint, School District of the City of Brownell School $25,278Flint, School District of the City of Bryant Elementary School $32,802Flint, School District of the City of Bunche School $23,694Flint, School District of the City of Cummings School $23,034Flint, School District of the City of Dort School $30,690Flint, School District of the City of Doyle/Ryder School $25,080Flint, School District of the City of Durant Tuuri Mott School $36,762Flint, School District of the City of Eisenhower School $27,192Flint, School District of the City of Freeman School $25,608Flint, School District of the City of King Early Childhood Education Center $21,780Flint, School District of the City of Manley Early Childhood Education Center $21,780Flint, School District of the City of Neithercut Elementary School $28,314Flint, School District of the City of Pierce School $31,218Flint, School District of the City of Potter School $30,756Flint, School District of the City of Scott School $25,278Flint, School District of the City of Summerfield School $27,786Flint, School District of the City of Washington School $33,198Godfrey-Lee Public Schools Godfrey-Lee Early Childhood Center $38,610Godwin Heights Public Schools North Godwin Elementary School $28,340Godwin Heights Public Schools West Godwin Elementary School $32,240Hamtramck Public Schools Dickinson East Elementary School $45,474Hamtramck Public Schools Dickinson West Elementary School $29,370Hamtramck Public Schools Early Childhood Elementary School $13,794Holland City School District Maplewood School $9,945Holland City School District Van Raalte School $8,844Ionia Public Schools Emerson School $11,748Jackson Public Schools Bennett School $27,588Jackson Public Schools Cascades School $16,632Jackson Public Schools Frost Elementary School $48,906Jackson Public Schools Hunt Elementary School $34,386Jackson Public Schools McCulloch School $18,810Jackson Public Schools Northeast Elementary School $44,616Kalamazoo Public Schools Edison Environmental Science Academy $28,512Kalamazoo Public Schools El Sol Elementary $18,525Kalamazoo Public Schools Lincoln International Studies School $21,582Kalamazoo Public Schools Milwood Elementary School $33,930Kalamazoo Public Schools Northeastern Elementary School $24,156Kalamazoo Public Schools Spring Valley Center for Exploration $25,740Kalamazoo Public Schools Washington Writers' Academy $25,410Kalamazoo Public Schools Woods Lake Elementary $31,915Kalamazoo Public Schools Woodward School for Technology and Research $29,315Kelloggsville Public Schools East Kelloggsville School $22,490Lincoln Park Public Schools Keppen School $26,195

Page 2 of 3

Applicant Building Name AmountLincoln Park Public Schools Lafayette School $43,875Lincoln Park Public Schools Raupp School $25,872Michigan Technical Academy Michigan Technical Academy Elementary $21,780Mount Clemens Community School DistrGeorge Washington Academy $29,510Mount Clemens Community School DistrSeminole Academy $29,445Mt. Morris Consolidated Schools Montague Elementary School $18,330Mt. Morris Consolidated Schools Moore Elementary School $18,655Oakland International Academy Oakland International Academy - Elementary $15,774Oakland International Academy Oakland International Academy - Intermediate $9,240Old Redford Academy Old Redford Academy - Elementary $49,962Owosso Public Schools Bryant School $35,100Pontiac Academy for Excellence Pontiac Academy for Excellence - Elementary $47,652Pontiac City School District Alcott School $28,050Pontiac City School District Herrington School $31,152Pontiac City School District Rogers School $32,274Pontiac City School District Whitman Elementary School $24,552Pontiac City School District Whitmer Resource Center $31,350Romulus Community Schools Hale Creek Elementary School $25,025Saginaw City School District C.C. Coulter Elementary School $11,220Saginaw City School District Chester F. Miller School $23,760Saginaw City School District Handley School $29,502Saginaw City School District Heavenrich School $19,998Saginaw City School District Herig School $24,354Saginaw City School District Houghton Elementary School $19,206Saginaw City School District Jerome School $17,028Saginaw City School District Jessie Loomis School $28,314Saginaw City School District Jessie Rouse School $16,236Saginaw City School District Kempton Elementary School $28,210Saginaw City School District Longfellow School $11,814Saginaw City School District Merrill Park Elementary School $17,886Saginaw City School District Stone School $15,642School District of the City of Inkster Baylor Woodson Elementary School $33,924School District of the City of Inkster Meek-Milton Elementary School $31,482School District of Ypsilanti Olive M. Adams Elementary School $26,664Sturgis Public Schools Jerolene School $5,005Sturgis Public Schools Wenzel School $9,750Taylor International Academy Taylor International Academy $18,590Taylor School District Bernice McDowell Elemementary School $22,620Taylor School District Myers Elementary School $24,684Threshold Academy Threshold Academy $12,474Traverse City Area Public Schools Blair Elementary School $20,328Traverse City Area Public Schools Traverse Heights Elemementary School $19,272Van Buren Public Schools Rawsonville Elementary School $25,415West Ottawa Public School District Glerum Elementary School $16,705West Ottawa Public School District Woodside Elementary School $33,150Westwood Community Schools Thorne Elementary School $40,854Westwood Heights Schools Colonel Donald McMonagle Elementary School $28,182White Cloud Public Schools Jack D. Jones Elementary School $9,966Willow Run Community Schools Primary Learning Center $30,165Willow Run Community Schools Willow Run Elementary Learning Center $23,919Wyoming Public Schools Parkview Elementary School $29,040

Page 3 of 3

Chapter Two

10/29/2012

Instructions for Completing Informal Procurement Log The Informal Procurement Log is to be used to document all competitive price quotations during the informal procurement procedure. The institution must contact at least three known suppliers of the food, services, and/or supplies needed and obtain competitive price quotations. The negotiation of prices and terms with one or more of the suppliers contacted is permitted. All information and prices discussed, whether by telephone or in writing, should be documented in program files. Institutions must ensure that all potential vendors receive the same information about the food, services, and/or supplies required. It is not permissible for the institution to split a purchase into smaller units or subgroups for the purpose of avoiding the formal procurement process. Procurement records must be kept for three years after the close of the fiscal year. Attached to this document is an "Informal Procurement Log” that may be used or may guide you in developing your own form. Below is a sample of how this form can be used.

Signature of person completing this form:

Ima Sample Date:

4/27/09

Items to be Purchased

Quantity Expected to Buy

Vendor #1: XYZ Company

Vendor #2: ABC Company

Vendor #3: LMN Company

Unit Price

Extended Price

(Quantity x Unit Price)

Unit Price

Extended Price


Unit Price

Extended Price


Peaches, diced 6/10 cans

25 cs $20.19 $504.75 $18.87 $471.75 $22.40 $560.00

Pears, sliced 6/10 cans

10 cs $20.94 $209.40 $23.01 $230.10 $23.26 $232.60

Pineapple, chunks 6/10 cans

15 cs $25.98 $389.70 $28.03 $420.45 $24.89 $373.35

Total $1,103.85 $1,122.30 $1,165.95 Vendor Selected

Date and Method of Contact

May 8 Faxed in price quotes (Quote sheets must be attached)

May 11 Price given per phone. Will confirm in writing

May 11 Visited store and obtained prices. (Price sheets must be attached)

Additional Notes:

Best price but will need to drive 15 miles to pick up product. Estimate that this will raise costs by 10%, making this a more costly alternative than Vendor #2

Slightly higher price, but 5 minute drive from site.

Although this example only compares three items, school and non-school institutions are expected to compare all the food, services, and/or supplies, they plan to purchase.

10/29/2012

INFORMAL PROCUREMENT LOG

Items to be Purchased

Quantity Expected to Buy

Vendor #1 Vendor #2 Vendor #3

Unit Price

Extended Price


Unit Price

Extended Price (Quantity x Unit Price)

Unit Price

Extended Price (Quantity x Unit

Price) TOTAL $ $ $ Vendor Selected Date and Method of Contact

Additional Notes:

Signature of person completing this form:

Date:

United States Department of Agriculture Food and Nutrition Service 3101 Park Center Drive Alexandria, VA 22302-1500

DATE: February 1, 2011 MEMO CODE: SP_18 - 2011 SUBJECT: Procurement Geographic Preference Q&As TO: Regional Directors Special Nutrition Programs All Regions State Directors Child Nutrition Programs All States In light of recent Farm to School efforts to connect schools with local or regional farmers and the need for guidance and technical assistance on the State and local levels, we have created Q&As to further explain the geographic preference option. The purpose of this memorandum is to provide Q&As on the application of the geographic preference option in procurement of unprocessed locally grown or locally raised agricultural products. We encourage State agencies to share these Q&As with their counterparts at other State Departments (e.g., Department of Agriculture or Department of Health) that are involved in Farm to School activities.

Cynthia Long Director Child Nutrition Division

AN EQUAL OPPORTUNITY EMPLOYER

Geographic Preference

Applying Geographic Preference

Q1: The 2008 Farm Bill amended the Richard B. Russell National School Lunch Act (NSLA)

to direct the Secretary of Agriculture to encourage institutions operating Child Nutrition

Programs to purchase unprocessed locally grown and locally raised agricultural products. Does

USDA define the geographic area that is considered to be local?

A: No, USDA does not define the geographic area that is considered to be local; the decision

is left to the purchasing institution, such as a school food authority (SFA) making the purchase or

the State agency (SA) making purchases on behalf of SFAs. In other words, the purchasing

institutions, such as SAs, SFAs, child care institutions and Summer Food Service Program

(SFSP) sponsors, may specifically identify the geographic area within which unprocessed locally

raised and locally grown agricultural products will originate. The purchasing institution must not

define local in a manner that unnecessarily restricts free and open competition.

Q2: Does the geographic preference option for the procurement of unprocessed agricultural

products apply to all Federal Child Nutrition Programs?

A: Institutions receiving funds through the Federal Child Nutrition Programs may apply an

optional geographic preference in procurement of unprocessed locally grown or locally raised

agricultural products, including the National School Lunch Program (NSLP), School Breakfast

Program (SBP), Fresh Fruit and Vegetable Program (FFVP), Special Milk Program (SMP),

Child and Adult Care Food Program (CACFP) and Summer Food Service Program (SFSP).

Q3: Can an SFA issue a solicitation that states, “We will only accept locally grown

agricultural products from a State”?

A: No, the Federal laws allow institutions receiving funds through the Child Nutrition

Programs to apply a geographic preference when procuring locally grown or locally raised

agricultural products, as noted in the preamble of the geographic preference rule. The exclusion

of all non-locally grown agricultural products is not a preference but rather a requirement of

bidding and therefore is overly restrictive.

Q4: An SFA defined “local” as the entire State and issued a Request for Proposal (RFP). Can

the SFA give a bidder geographic preference points if the bidder is incorporated outside of the

State with its principal place of business outside of the State?

A: Yes, geographic preference in a procurement does not preclude a bidder from outside the

specified geographic area from competing for, and possibly being awarded, the contract subject

to geographic preference. The geographic preference applies to the unprocessed locally grown

and locally raised agricultural product; it is irrelevant whether the bidder’s business is

incorporated or has a principal place of business in the State.

Q5: An SFA wants to issue an Invitation for Bid (IFB). How does an SFA incorporate

geographic preference points into an IFB?

A: An IFB doesn’t generally include preference points; instead, an SFA determines who is

responsive based on the solicitation, and then from the responsive bidders the SFA awards the

contract to the bidder with the lowest price. Therefore, it may not be feasible to incorporate

“points” into an IFB in the same way as is done with an RFP. However, an SFA could write in

the specifications that, for example, an apple must have been picked within one day of delivery

or must have been harvested within a certain time period.


Additionally, the solicitation document must clearly outline how all bids will be evaluated,

including the application of geographic preference in the scoring criteria. The following is an

example of one approach on how to incorporate geographic preference points in an IFB:

Geographic preference points in an IFB would be applied after the SFA determined the

three bidders with the lowest price. The three bidders with the lowest price would be

given a total of ten geographic preference points if those bidders met the geographic

preference. In order to determine the winning bidder, the scoring criteria would clearly

state that one point would equal one cent; in other words, ten points would translate into

ten cents. If one or more of the responsive bidders with the lowest price met the

geographic preference, ten cents would be taken off of their respective prices and that

bidder could potentially win the bid. Note: Deducting ten cents from the prices of

responsive bidders that met the geographic preference only applies to determining the

winning bidder and would not affect the actual price paid to a bidder.

In the following example, Bidder 2 meets the geographic preference and is given ten

points which translates into deducting ten cents from Bidder 2’s price. In this example,

Bidder 2 still doesn’t win the bid because Bidder 1 has a lower price.

Bidder 1 Bidder 2 Bidder 3

Price $1.97 $2.10 $2.03

Meets geographic

preference?

No Yes (10 points) No

Price with

preference points

$1.97 $2.00 $2.03

Q6: An SFA would like to prescribe geographic preference as a percentage in their

solicitation (IFB or RFP). For example, the SFA would like to give a ten percent price

preference to bidders offering unprocessed locally grown and locally raised agricultural products.

Can an SFA prescribe geographic preference as a percentage in their solicitation?

A: Yes, an SFA may prescribe geographic preference in their solicitation in terms of actual

percentage (e.g., ten percent price preference). Geographic preference can be prescribed in terms

of points or percentages. The solicitation document must clearly outline the scoring criteria and

the method in which the criteria will be evaluated.

Q7: How many geographic preference points can an SFA assign to geographic preference?

What is the maximum price percentage an SFA can assign to geographic preference?

A: The Federal regulations do not prescribe the number of preference points or maximum

price percentage an SFA can assign to geographic preference. Generally speaking, any price

preference (prescribed as points or percentage) impacts free and open competition. However,

geographic preference may have a greater or lesser impact on free and open competition

depending on the characteristics of the market. The SFA’s application of the geographic

preference option must leave an appropriate number of qualified firms, given the nature and size

of the procurement, to compete for the contract, as it is imperative that the SFA does not

unnecessarily restrict free and open competition.

Q8: Can SFAs split up large purchases into smaller amounts and thereby fall under the small

purchase threshold?

A: SFAs cannot intentionally split purchases in order to fall below the Federal, State, or

local small purchase threshold in an effort to avoid more rigorous procurement practices.

However, there may be some instances in which the characteristics of a product or market

support the need to separate selected products from the overall food procurement. For example,

milk and bread are commonly procured separately because there are fundamental differences

between them and other food products, such as shorter shelf-life, specialized pricing

mechanisms, and durability. Similarly, an SFA may find that fresh produce may be considered a


separate market given that it shares similar characteristics as bread and milk, and may want to

separate this procurement from their overall food procurement.

Q9: An SFA would like to conduct a procurement under the small purchase threshold. Can

the SFA procure unprocessed locally grown or locally raised agricultural products directly from

a local farmer?

A: Yes; however, the procurement must be conducted in a manner that maximizes full and

open competition. According to the Federal regulations, the SFA can conduct a procurement

under the small purchase threshold if the procurement is under $100,000 in value. States or

localities may set a lower small purchase threshold and thereby impose more formal procedures.

The SFAs should put the number, quality and type of goods in writing before contacting any

potential offerors. When using the small purchase threshold, we recommend that at least three

sources be contacted who are eligible, able and willing to provide the unprocessed locally grown

or locally raised agricultural product. Contacting a minimum of three sources ensures that an

adequate number of potential offerors will be afforded the opportunity to respond to the

solicitation.



a teacher that works for one of the schools in the SFA’s school district?

A: The procurement must be conducted in a manner that maximizes full and open

competition. The Federal regulations prohibit an employee, officer or agent of the grantee or

subgrantee (i.e., SA or SFA) to participate in the selection, award or administration of a contract

if a conflict of interest, real or apparent, would be involved. A contract award to a teacher in an

SFA’s school district creates an appearance of impropriety and generates the question of whether

or not free and open competition has been circumvented. Therefore, a conflict of interest, real or

apparent, may be involved if a teacher that works for one of the schools in the SFA’s school

district is awarded a contract.

Q11: May an SFA give geographic preference to farmers in a neighboring country (i.e., Mexico

or Canada) for foreign unprocessed agricultural products when procuring unprocessed locally

grown or locally raised agricultural products?

A: An SFA must adhere to the Buy American clause which requires SFAs to purchase

domestically grown foods to the maximum extent possible. An SFA may purchase foreign

goods only if the two rare exceptions to the Buy American provision are met: (1) the product is

not produced or manufactured in the U.S. in sufficient and reasonable available quantities of a

satisfactory quality; and (2) competitive bids reveal the costs of a U.S. product is significantly

higher than the foreign product.

Q12: A State regulation requires State governmental entities to give geographic preference to

local State farmers and prescribes a method on how geographic preference can be incorporated in

the State governmental entities’ solicitation. Is an SFA required to follow the State’s regulation

on geographic preference?

A: No. Under the principles of federalism, a State has the right to create a regulation of this

nature; however, the application of the State’s regulation to the Federal Child Nutrition Programs

is an entirely different matter. Please keep in mind that States cannot mandate through law or

policy that institutions apply a geographic preference when conducting procurements for the

Federal Child Nutrition Programs, because the National School Lunch Act (NSLA) grants this

authority directly to the purchasing institution (i.e., SFA or SA making purchases on behalf of

the SFA).

Q13: Where does an SFA go to obtain help in developing bid sheets that use geographic

preference? Does USDA have examples of solicitations that use geographic preference?

A: An SFA should start by contacting its SA for assistance in developing bid sheets and for

examples of solicitations that use geographic preference. USDA is in the process of creating


tools that will assist in this area. USDA has created an online training on procurement, State

Agency Guidance on Procurement, that can be found at http://www.nfsmi.org. Additionally, the

USDA Farm to School website (http://www.fns.usda.gov/cnd/f2s/) provides information on the

procurement requirements, as well as Q&As directly related to local food purchases.

Unprocessed Agricultural Product

Q14: Can an SFA apply the geographic preference option in the procurement of ground beef?

A: As we stated in our policy memo dated November 13, 2009, we further amended the

previous guidelines regarding what is to be considered to be unprocessed locally grown or

locally raised agricultural products. In our view, for the purpose of applying a geographic

procurement preference in the Child Nutrition Programs, unprocessed agricultural products

means only those agricultural products that retain their inherent character. Size adjustment made

by grinding does not change an agricultural product into a product of different kind or character.

Therefore, an SFA can apply the geographic preference option in the procurement of ground beef

if no other items such as additives or preservatives are added to the ground beef.

Q15: Can an SFA give geographic preference when procuring a frozen bag of combination

local vegetables (e.g., broccoli, cauliflower and carrots) from a bidder?

A: Yes, the inherent character of the vegetables is retained and not modified by freezing or

combining vegetables in a bag.

Q16: Can an SFA give geographic preference when procuring fresh local vegetables in portion

sized or single serving bags (e.g., small bags of carrots) from a bidder?

http://www.nfsmi.org/

http://www.fns.usda.gov/cnd/f2s/


A: Yes, the inherent character of the vegetables is retained and not modified by placing

vegetables in portion sized or single serving bags.

Q17: Can an SFA give geographic preference when procuring canned local vegetables from a

bidder?

A: No, the inherent character of the vegetables is not retained because the heating process

involved in canning changes the agricultural product into a product of a different kind or

character.


DATE: February 1, 2011 MEMO CODE: SP_18 - 2011 SUBJECT: Procurement Geographic Preference Q&As TO: Regional Directors Special Nutrition Programs All Regions State Directors Child Nutrition Programs All States In light of recent Farm to School efforts to connect schools with local or regional farmers and the need for guidance and technical assistance on the State and local levels, we have created Q&As to further explain the geographic preference option. The purpose of this memorandum is to provide Q&As on the application of the geographic preference option in procurement of unprocessed locally grown or locally raised agricultural products. We encourage State agencies to share these Q&As with their counterparts at other State Departments (e.g., Department of Agriculture or Department of Health) that are involved in Farm to School activities.



Geographic Preference

Applying Geographic Preference

Q1: The 2008 Farm Bill amended the Richard B. Russell National School Lunch Act (NSLA)

to direct the Secretary of Agriculture to encourage institutions operating Child Nutrition

Programs to purchase unprocessed locally grown and locally raised agricultural products. Does

USDA define the geographic area that is considered to be local?

A: No, USDA does not define the geographic area that is considered to be local; the decision

is left to the purchasing institution, such as a school food authority (SFA) making the purchase or

the State agency (SA) making purchases on behalf of SFAs. In other words, the purchasing

institutions, such as SAs, SFAs, child care institutions and Summer Food Service Program

(SFSP) sponsors, may specifically identify the geographic area within which unprocessed locally

raised and locally grown agricultural products will originate. The purchasing institution must not

define local in a manner that unnecessarily restricts free and open competition.

Q2: Does the geographic preference option for the procurement of unprocessed agricultural

products apply to all Federal Child Nutrition Programs?

A: Institutions receiving funds through the Federal Child Nutrition Programs may apply an

optional geographic preference in procurement of unprocessed locally grown or locally raised

agricultural products, including the National School Lunch Program (NSLP), School Breakfast

Program (SBP), Fresh Fruit and Vegetable Program (FFVP), Special Milk Program (SMP),

Child and Adult Care Food Program (CACFP) and Summer Food Service Program (SFSP).

Q3: Can an SFA issue a solicitation that states, “We will only accept locally grown

agricultural products from a State”?

A: No, the Federal laws allow institutions receiving funds through the Child Nutrition

Programs to apply a geographic preference when procuring locally grown or locally raised

agricultural products, as noted in the preamble of the geographic preference rule. The exclusion

of all non-locally grown agricultural products is not a preference but rather a requirement of

bidding and therefore is overly restrictive.

Q4: An SFA defined “local” as the entire State and issued a Request for Proposal (RFP). Can

the SFA give a bidder geographic preference points if the bidder is incorporated outside of the

State with its principal place of business outside of the State?

A: Yes, geographic preference in a procurement does not preclude a bidder from outside the

specified geographic area from competing for, and possibly being awarded, the contract subject

to geographic preference. The geographic preference applies to the unprocessed locally grown

and locally raised agricultural product; it is irrelevant whether the bidder’s business is

incorporated or has a principal place of business in the State.

Q5: An SFA wants to issue an Invitation for Bid (IFB). How does an SFA incorporate

geographic preference points into an IFB?

A: An IFB doesn’t generally include preference points; instead, an SFA determines who is

responsive based on the solicitation, and then from the responsive bidders the SFA awards the

contract to the bidder with the lowest price. Therefore, it may not be feasible to incorporate

“points” into an IFB in the same way as is done with an RFP. However, an SFA could write in

the specifications that, for example, an apple must have been picked within one day of delivery

or must have been harvested within a certain time period.


Additionally, the solicitation document must clearly outline how all bids will be evaluated,

including the application of geographic preference in the scoring criteria. The following is an

example of one approach on how to incorporate geographic preference points in an IFB:

Geographic preference points in an IFB would be applied after the SFA determined the

three bidders with the lowest price. The three bidders with the lowest price would be

given a total of ten geographic preference points if those bidders met the geographic

preference. In order to determine the winning bidder, the scoring criteria would clearly

state that one point would equal one cent; in other words, ten points would translate into

ten cents. If one or more of the responsive bidders with the lowest price met the

geographic preference, ten cents would be taken off of their respective prices and that

bidder could potentially win the bid. Note: Deducting ten cents from the prices of

responsive bidders that met the geographic preference only applies to determining the

winning bidder and would not affect the actual price paid to a bidder.

In the following example, Bidder 2 meets the geographic preference and is given ten

points which translates into deducting ten cents from Bidder 2’s price. In this example,

Bidder 2 still doesn’t win the bid because Bidder 1 has a lower price.

Bidder 1 Bidder 2 Bidder 3

Price $1.97 $2.10 $2.03

Meets geographic

preference?

No Yes (10 points) No

Price with

preference points

$1.97 $2.00 $2.03

Q6: An SFA would like to prescribe geographic preference as a percentage in their

solicitation (IFB or RFP). For example, the SFA would like to give a ten percent price

preference to bidders offering unprocessed locally grown and locally raised agricultural products.

Can an SFA prescribe geographic preference as a percentage in their solicitation?

A: Yes, an SFA may prescribe geographic preference in their solicitation in terms of actual

percentage (e.g., ten percent price preference). Geographic preference can be prescribed in terms

of points or percentages. The solicitation document must clearly outline the scoring criteria and

the method in which the criteria will be evaluated.

Q7: How many geographic preference points can an SFA assign to geographic preference?

What is the maximum price percentage an SFA can assign to geographic preference?

A: The Federal regulations do not prescribe the number of preference points or maximum

price percentage an SFA can assign to geographic preference. Generally speaking, any price

preference (prescribed as points or percentage) impacts free and open competition. However,

geographic preference may have a greater or lesser impact on free and open competition

depending on the characteristics of the market. The SFA’s application of the geographic

preference option must leave an appropriate number of qualified firms, given the nature and size

of the procurement, to compete for the contract, as it is imperative that the SFA does not

unnecessarily restrict free and open competition.

Q8: Can SFAs split up large purchases into smaller amounts and thereby fall under the small

purchase threshold?

A: SFAs cannot intentionally split purchases in order to fall below the Federal, State, or

local small purchase threshold in an effort to avoid more rigorous procurement practices.

However, there may be some instances in which the characteristics of a product or market

support the need to separate selected products from the overall food procurement. For example,

milk and bread are commonly procured separately because there are fundamental differences

between them and other food products, such as shorter shelf-life, specialized pricing

mechanisms, and durability. Similarly, an SFA may find that fresh produce may be considered a


separate market given that it shares similar characteristics as bread and milk, and may want to

separate this procurement from their overall food procurement.



a local farmer?

A: Yes; however, the procurement must be conducted in a manner that maximizes full and

open competition. According to the Federal regulations, the SFA can conduct a procurement

under the small purchase threshold if the procurement is under $100,000 in value. States or

localities may set a lower small purchase threshold and thereby impose more formal procedures.

The SFAs should put the number, quality and type of goods in writing before contacting any

potential offerors. When using the small purchase threshold, we recommend that at least three

sources be contacted who are eligible, able and willing to provide the unprocessed locally grown

or locally raised agricultural product. Contacting a minimum of three sources ensures that an

adequate number of potential offerors will be afforded the opportunity to respond to the

solicitation.



a teacher that works for one of the schools in the SFA’s school district?

A: The procurement must be conducted in a manner that maximizes full and open

competition. The Federal regulations prohibit an employee, officer or agent of the grantee or

subgrantee (i.e., SA or SFA) to participate in the selection, award or administration of a contract

if a conflict of interest, real or apparent, would be involved. A contract award to a teacher in an

SFA’s school district creates an appearance of impropriety and generates the question of whether

or not free and open competition has been circumvented. Therefore, a conflict of interest, real or

apparent, may be involved if a teacher that works for one of the schools in the SFA’s school

district is awarded a contract.

Q11: May an SFA give geographic preference to farmers in a neighboring country (i.e., Mexico

or Canada) for foreign unprocessed agricultural products when procuring unprocessed locally

grown or locally raised agricultural products?

A: An SFA must adhere to the Buy American clause which requires SFAs to purchase

domestically grown foods to the maximum extent possible. An SFA may purchase foreign

goods only if the two rare exceptions to the Buy American provision are met: (1) the product is

not produced or manufactured in the U.S. in sufficient and reasonable available quantities of a

satisfactory quality; and (2) competitive bids reveal the costs of a U.S. product is significantly

higher than the foreign product.

Q12: A State regulation requires State governmental entities to give geographic preference to

local State farmers and prescribes a method on how geographic preference can be incorporated in

the State governmental entities’ solicitation. Is an SFA required to follow the State’s regulation

on geographic preference?

A: No. Under the principles of federalism, a State has the right to create a regulation of this

nature; however, the application of the State’s regulation to the Federal Child Nutrition Programs

is an entirely different matter. Please keep in mind that States cannot mandate through law or

policy that institutions apply a geographic preference when conducting procurements for the

Federal Child Nutrition Programs, because the National School Lunch Act (NSLA) grants this

authority directly to the purchasing institution (i.e., SFA or SA making purchases on behalf of

the SFA).

Q13: Where does an SFA go to obtain help in developing bid sheets that use geographic

preference? Does USDA have examples of solicitations that use geographic preference?

A: An SFA should start by contacting its SA for assistance in developing bid sheets and for

examples of solicitations that use geographic preference. USDA is in the process of creating


tools that will assist in this area. USDA has created an online training on procurement, State

Agency Guidance on Procurement, that can be found at http://www.nfsmi.org. Additionally, the

USDA Farm to School website (http://www.fns.usda.gov/cnd/f2s/) provides information on the

procurement requirements, as well as Q&As directly related to local food purchases.

Unprocessed Agricultural Product

Q14: Can an SFA apply the geographic preference option in the procurement of ground beef?

A: As we stated in our policy memo dated November 13, 2009, we further amended the

previous guidelines regarding what is to be considered to be unprocessed locally grown or

locally raised agricultural products. In our view, for the purpose of applying a geographic

procurement preference in the Child Nutrition Programs, unprocessed agricultural products

means only those agricultural products that retain their inherent character. Size adjustment made

by grinding does not change an agricultural product into a product of different kind or character.

Therefore, an SFA can apply the geographic preference option in the procurement of ground beef

if no other items such as additives or preservatives are added to the ground beef.

Q15: Can an SFA give geographic preference when procuring a frozen bag of combination

local vegetables (e.g., broccoli, cauliflower and carrots) from a bidder?

A: Yes, the inherent character of the vegetables is retained and not modified by freezing or

combining vegetables in a bag.

Q16: Can an SFA give geographic preference when procuring fresh local vegetables in portion

sized or single serving bags (e.g., small bags of carrots) from a bidder?

http://www.nfsmi.org/

http://www.fns.usda.gov/cnd/f2s/


A: Yes, the inherent character of the vegetables is retained and not modified by placing

vegetables in portion sized or single serving bags.

Q17: Can an SFA give geographic preference when procuring canned local vegetables from a

bidder?

A: No, the inherent character of the vegetables is not retained because the heating process

involved in canning changes the agricultural product into a product of a different kind or

character.


DATE: October 9, 2009 MEMO CODE: SP 01-2010 CACFP 01-2010 SFSP 01-2010 SUBJECT: Applying Geographic Preferences in Procurements for the Child Nutrition Programs - Updates TO: Regional Directors Child Nutrition Programs All Regions State Directors Child Nutrition Programs All States

This memorandum updates and revises Memoranda SP 30-2008 Applying Geographic Preferences in Procurements for the Child Nutrition Programs, SP 08-2009 Procurement Questions, and SP 28-2009 Procurement Questions, regarding school food authorities’ (SFAs) and other institutions’ application of a geographic preference in procurements for the Child Nutrition Programs. Section 4302 of the Food, Conservation, and Energy Act of 2008, P.L. 110-246 (Farm Bill), amended section 9(j) of the Richard B. Russell National School Lunch Act (NSLA), 42 USC 1758(j), directing the Secretary of Agriculture to encourage institutions operating the Child Nutrition Programs to purchase unprocessed locally grown and locally raised agricultural products. In addition, the Farm Bill allows SFAs and other institutions receiving funds through the Child Nutrition Programs to apply a geographic preference when procuring those unprocessed agricultural products. As provided in the Joint Explanatory Statement of the Committee of Conference, the Managers used the term “unprocessed” to preclude the use of geographic preference for agricultural products that have significant value added components. The Managers do not intend to preclude de minimis handling and preparation such as might be necessary to present an agricultural product to a school food authority in a useable form, such as washing vegetables, bagging greens, butchering livestock and poultry, pasteurizing milk, and putting eggs in a carton. (H.Rpt. 100-627) In the above-referenced memorandum and question and answer communications, we provided initial guidance on the term “unprocessed” as it relates to the use of geographic preferences in procurements by SFAs and other service institutions, stating


Regional and State Directors Page 2 the de minimis handling and preparation anticipated by the Managers would not include chopped, cut, or diced products. As a result, we concluded that “geographic preference may not be applied to agricultural products that have been chopped, cut, sliced, or diced.” However, after observing the impact of the interpretation of unprocessed during the past year we have determined that our initial guidance is unnecessarily restrictive and potentially prevents SFAs and service institutions from procuring unprocessed, locally grown products in a usable form. Accordingly, we are updating our initial guidance. Unprocessed agricultural products that have been chopped, cut, sliced, diced or shucked do meet the parameters of unprocessed as used in the Farm Bill. Therefore, SFAs and other service institutions may use a geographic preference when procuring those agricultural products. The relevant memorandum and question and answer communications will be revised accordingly and re-issued. It is important to note that the Farm Bill does not permit the use of geographic preferences in SFAs and other service institutions’ procurement of agricultural products that have significant value added components. We will issue a proposed regulation early in Fiscal Year 2010 on the geographic preference provision. Sincerely,


Chapter Three

FRESHFRUIT &VEGETABLEPROGRAMA Handbook for Schools

Fresh Fruit and Vegetable Program A Handbook for Schools

The U.S. Department of Agriculture (USDA) prohibits discrimination in all its programs and activities on the basis of race, color, national origin, age, disability, and where applicable, sex, marital status, familial status, parental status, religion, sexual orientation, genetic information, political beliefs, reprisal, or because all or part of an individual’s income is derived from any public assistance program. (Not all prohibited bases apply to all programs.) Persons with disabilities who require alternative means for communication of program information (Braille, large print, audiotape, etc.) should contact USDA’s TARGET Center at (202) 720–2600 (voice and TDD).

To file a complaint of discrimination, write to USDA, Director, Office of Civil Rights, 1400 Independence Avenue, S.W., Washington, D.C. 20250–9410, or call (800) 795–3272 (voice) or (202) 720–6382 (TDD). USDA is an equal opportunity provider and employer.

December 2010

Table of Contents Fresh Fruit and Vegetable Program: Handbook for Schools

INTRODUCTION ....................................................................................................................... 1

PROGRAM HISTORY ................................................................................................................. 2

PROGRAM ADMINISTRATION .................................................................................................. 3

MEAL ACCOMMODATIONS FOR STUDENTS WITH DISABILITIES ................................................................................... 3 FFVP FUNDS FOR STATE AGENCY ADMINISTRATION ................................................................................................ 4 SCHOOL SELECTION CRITERIA .............................................................................................................................. 4 OUTREACH TO LOW‐INCOME SCHOOLS ................................................................................................................. 5 SCHOOL APPLICATIONS ....................................................................................................................................... 6

HOW IT WORKS ....................................................................................................................... 7

WHO CAN RECEIVE FRUITS AND VEGETABLES ........................................................................ 10

SERVING FRUITS AND VEGETABLES ....................................................................................... 12

THE BEST TIME ............................................................................................................................................... 12 THE BEST PLACES ............................................................................................................................................ 13

WHICH FRUITS AND VEGETABLES TO PURCHASE AND SERVE ................................................ 14

HOW SCHOOLS PURCHASE FRUITS AND VEGETABLES ............................................................ 17

PROCUREMENT PROCEDURES ............................................................................................................................ 18

NUTRITION EDUCATION IN THE FFVP .................................................................................... 20

REIMBURSABLE COSTS .......................................................................................................... 22

OPERATING COSTS ........................................................................................................................................... 23 ADMINISTRATIVE COSTS ................................................................................................................................... 23

PAPERWORK ......................................................................................................................... 25

STATE REPORTING ........................................................................................................................................... 26 RECORDKEEPING ............................................................................................................................................. 26 PROGRAM OVERSIGHT AND MONITORING ........................................................................................................... 26

ENCOURAGING SUCCESS ....................................................................................................... 28

FFVP TOOLKIT ................................................................................................................................................ 28

PARTNERSHIPS ...................................................................................................................... 29

COLLABORATE WITH STATE AND LOCAL AFFILIATES................................................................................................ 29 ENCOURAGE COOPERATION AND COMMITMENT FROM PARTNERS........................................................................... 29 DEVELOP NEW PARTNERSHIPS ........................................................................................................................... 30

FOOD SAFETY IN THE FFVP .................................................................................................... 31

FFVP QUESTIONS AND ANSWERS .......................................................................................... 33

1

Introduction

The Fresh Fruit and Vegetable Program (FFVP) provides all children in participating schools with a variety of free fresh fruits and vegetables throughout the school day. It is an effective and creative way of introducing fresh fruits and vegetables as healthy snack options. The FFVP also encourages schools to develop partnerships at the State and local level for support in implementing and operating the program.

The Goal of the FFVP Create healthier school environments by providing healthier food choices

Expand the variety of fruits and vegetables

children experience Increase children’s fruit and vegetable

consumption Make a difference in children’s diets to

impact their present and future health This program is seen as an important catalyst for change in efforts to combat childhood obesity by helping children learn more healthful eating habits. The FFVP introduces school children to a variety of produce that they otherwise might not have had the opportunity to sample.

2

Program History Farm Security and Rural Investment Act of 2002 The Fresh Fruit and Vegetable Program began as a pilot project authorized by Congress in 2002. The pilot provided funds to purchase fresh fruits and vegetables in four States (Indiana, Ohio, Michigan and Iowa) and an Indian Tribal Organization (ITO) (New Mexico) for School Year 2002‐2003. The purpose of the pilot was to determine the best practices for increasing fruit (both fresh and dried) and fresh vegetable consumption.

Child Nutrition and WIC Reauthorization Act of 2004 The success of the pilot led to the enactment of legislation in 2004 to expand the Fresh Fruit and Vegetable Program and to make it a permanent program under the National School Lunch Act. The law added four additional states (Washington, North Carolina, Mississippi Pennsylvania and two ITOs (one in Arizona and one is South Dakota) for School Year 2004‐2005.

The Agriculture, Rural Development, Food and Drug Administration, and Related Agencies Appropriations Act, 2006 This Act appropriated one‐time funding of $6 million to further expand the Fresh Fruit and Vegetable Program in six additional States.

Consolidated Appropriations Act of 2008 The Consolidated Appropriations Act of 2008 expanded the FFVP nationwide and provided approximately $9.9 million to begin program operations for School Year 2008‐2009.

The Food, Conservation, and Energy Act of 2008 (Farm Bill) The Food, Conservation and Energy Act of 2008 amended the Richard B. Russell National School Lunch Act by adding section 19, the Fresh Fruit and Vegetable Program. Section 19 permanently authorizes the program nationwide, and provides significant funding increases, beginning with $40 million in FY 2009 and growing to $150 million and adjusted by annual changes in the Consumer Price Index (CPI).

3

Program Administration

The U.S. Department of Agriculture’s Food and Nutrition Service (FNS) administers the Fresh Fruit and Vegetable Program (FFVP) at the federal level. At the State level, the FFVP is administered by the State agency that administers the National School Lunch Program. In administering the program, States must keep in mind direction from Congress which provides that the purpose of the program is to make available free fresh fruits and vegetables to children.

Selected schools receive reimbursement for the cost of making free fresh fruits and vegetables available to students during the school day. These fresh fruits and vegetables must be provided separately from the lunch or breakfast meal, in one or more areas of the school during the official school day. All schools that participate in the FFVP are required to widely publicize within the school the availability of free fresh fruits and vegetables.

Meal Accommodations for Students with Disabilities If a child’s disability prevents them from consuming fresh fruits and vegetables as prepared, the school must provide accommodations as they would for other school meals. Schools must consider how the requirement may be applied in the operation of the FFVP. For example, in providing accommodations for the FFVP, schools may have to modify texture. In doing so, schools should consider starting with fresh items and avoid pureeing canned or frozen fruits and vegetables, including baby foods. In most instances, fresh fruits can be pureed; we recognize that this is not always the case for vegetables. Fresh vegetables should be used when feasible but may be cooked and then pureed when needed.

The pureeing of fresh produce for students with disabilities must be done within the constraints of their medical requirements as allowed by their physician. However, schools should make sure that both the parent and the child’s doctor are aware of the program and its intent to provide fresh produce in order to determine if the fresh items are an acceptable choice for texture modifications.

4

FFVP Funds for State Agency Administration The law permits State agencies to retain a portion of their total FFVP grant allocation for State administrative costs. When budgeting FFVP administrative funds, States should include yearly training for all FFVP School Food Authorities/schools and keep FFVP schools apprised of any updates to the Program.

School Selection Criteria Section 19 of the National School Lunch Act requires that schools with the highest free and reduced price enrollment be given priority for participation in the FFVP. This is the key selection criterion, which ensures that the Program benefits low‐income children that generally have fewer opportunities to consume fresh fruits and vegetables on a regular basis. To determine the schools with the highest free and reduced price enrollment, States may use the school data reported each October. States may also choose another month provided the same month is consistently used throughout a State.

This criterion cannot be waived to give all schools in a state an equal chance to participate in the Program or to provide geographic dispersion. To be selected for the FFVP, a school must Be an elementary school

Represent the highest percentage of students certified for free and reduced price benefits

Participate in the NSLP

Complete an annual application for the FFVP (see school applications below)

The application review process must select schools representing the highest percent of students certified for free and reduced price benefits. An eligible high need school should be afforded every opportunity to complete an application to participate in the Program. A state can choose not to select a high need school if the School fails to meet the deadline for application completion

School does not have the support of its administration

State has concerns with the school’s administration of another child nutrition program

5

State believes the school cannot properly operate the FFVP, despite previous support from

the State

The total enrollment of all schools selected in the State must result in a per‐student allocation of $50‐$75 per year. Below is an example that determines the number of students that can participate in the Program within the required per student allocation range.

$174,005 July allocation (Max of 25% of total school year allocation) $522,215 October allocation $696,220 Total for School Year $ 21,000 Administrative funds retained by State $675,220 Available to schools Range of students that can participate: $675,220 / $50 = 13,504 students $675,220 / $75 = 9,002 students

After the range of students that can participate has been determined, States should determine the per‐student dollar amount they want to achieve.

Outreach to Low‐Income Schools States must conduct outreach to the elementary schools with the highest percentage of students certified for free and reduced‐price benefits and should do all they can to ensure that the FFVP reaches these elementary schools. States that have a large number of elementary schools at or above 50 percent certified for free and reduced price benefits than could possibly be funded through the FFVP may choose to target just those schools with the highest need.

States must conduct outreach to their neediest schools before they select any school for participation in the program. High need schools should be aware that if they apply, they will likely be chosen to participate in the Program. States will assist high need schools in submitting an application as part of the State’s outreach efforts. Please reference policy memorandum, Fresh Fruit and Vegetable Program (FFVP) Targeted School

Selection and Outreach Process, found at: www.fns.usda.gov/cnd/governance/Policy‐Memos/2010/SP_10‐2010_os.pdf.

6

School Applications State agencies must solicit applications from elementary schools representing the highest need within the State. Each school that participates in the FFVP must submit an application that includes, at a minimum The total number of enrolled students and the percentage eligible for free/reduced price meals

A certification of support for participation in the FFVP signed by the

o School food service manager, school principal, and district superintendent (or

equivalent position)

A program implementation plan that includes efforts to integrate the FFVP with other efforts to promote sound health and nutrition, reduce overweight and obesity, or promote physical activity

It is recommended that each school include a description of partnership activities undertaken or planned. Schools are encouraged to develop partnerships with one or more entities that will provide non‐Federal resources, including entities representing the fruit and vegetable industry and entities working to promote children’s health in the community. The application process must be conducted by the State agency every year. However, at the discretion of the State agency, schools that are reapplying and are accepted to the Program based on their continued high need would be allowed to update the information the State agency has on file rather than submit a new application package. Updates could include a new plan for program implementation, changes in enrollment numbers and free and reduced price percentages.

7

How It Works

Reimbursement for the FFVP is similar to other Child Nutrition Programs. Schools submit a monthly claim and are reimbursed by the State agency for purchases of fresh fruits and fresh vegetables served free to children during the school day. Within basic requirements, the FFVP gives your school the flexibility to develop your own implementation plan, involve teachers and other school staff, work out problems, and reach your own solutions. Your school decides when, where, and how you want to implement the FFVP, and what mix of fresh fruits and vegetables you want to offer your children.

School Selection To be selected to participate in the Fresh Fruit and Vegetable Program, your school must

Be an elementary school

Have a high percentage of children eligible for free and reduced price benefits

Make free fresh fruits and vegetables available to all enrolled children

Provide fresh fruits and vegetables only during the school day (not before or after school or

during summer school)

Widely publicize within the school the availability of free fresh fruits and vegetables

Have documented support of the food service manager, principal and district superintendent

Serve free fresh fruits and vegetables outside of the NSLP and SBP meal periods

8

USDA encourages:

Every effort to provide fresh fruits and vegetables a minimum of twice a week as repeated exposure to new foods is a key to acceptance

A variety of implementation strategies

Complementary nutrition education

As a participating school you:

Receive funds based on an allocation of $50‐ $75 per student

Submit a monthly claim for reimbursement

Must operate the NSLP

May use no more than 10% of your school’s total grant for administrative costs

Receive reimbursement for the costs of purchasing, preparing, and serving fresh fruits and vegetables to children in your school

To ensure the FFVP runs smoothly, your school should:

Establish an implementation or operational plan for your school that addresses “who does what and where?” to ensure all operational guidelines are followed

Establish a monthly budget to assist you in tracking funds and ensure timely expenditures of program funds

Pay attention to program logistics, right from the start, to make sure food service and other school staff understand how the FFVP works

Establish partnerships on a local level with grocers, Health Departments, or extension service. State or national level partnerships can also be very helpful

Incorporate nutrition education into the daily curriculum, preferably during the service of fresh fruits and vegetables

o Be aware of other purchasing avenues for fresh produce; schools may use their current vendors or try other vendors such as

9

DoD‐Fresh (the Department of Defense’s Fresh Fruit and Vegetable Program)

Farm to School Initiative

Local producers

In all situations proper procurement procedures must be followed

Be familiar with proper handling and storage of fresh produce to prevent spoilage and loss

Be familiar with all Food Safety and Hazard Analysis and Critical Control Point (HACCP) principles for fresh produce

Process reports on time, retain records, and comply with all other paperwork and reporting requirements

Best Practices Anticipate the need for staff to prepare and deliver food and to process reports and other

paperwork

Coordinate efforts to inform principals, teachers, school staff, children, and parents about the Fresh Fruit and Vegetable Program

Respond to reports from custodians about trash and messes

Determine the appropriate types of produce to serve and the appropriate portion sizes

o Keep in mind that the appropriate type of produce and portion size will depend on student age and preference as well as the ways you offer fruits and vegetables

Identify with your stakeholders the best methods for distributing and promoting fruits and

vegetables to your students

Solicit free nutrition education materials from State, local and federal partners

10

Who Can Receive Fruits and Vegetables The Fresh Fruit and Vegetable Program is for all the children who normally attend your school. Any child who is considered a member of the school and who is present during the service of fruits and vegetables may participate.

Children attending a Child Care Center, Head Start program or a split‐session kindergarten class located in a FFVP school may also participate if they are considered enrolled in the participating school and are in school on the days the program is offered. Adults at a school including those attending school functions cannot participate in the Fresh Fruit and Vegetable Program. However, teachers can play a valuable role in modeling

positive eating habits by consuming fruits and vegetables along with their students. Teachers may participate under the following conditions Only teachers who are directly responsible for serving the fruit or vegetable to their students in

a classroom setting may partake of the fruit and/or vegetable

The FFVP is not available to the general teacher population and other adults in the school

Teachers choosing to participate with their students are strongly encouraged to include a nutrition education component to enhance their positive role modeling

No additional FFVP funds will be provided; schools must stay within their per student allocation Please note that this policy does not allow teacher or administrator fruit baskets, which were incorrectly purchased by some schools for promotional purposes when FFVP was initially implemented. Free fruits and vegetables are intended for all children enrolled in participating schools and cannot be used as gifts or rewards. You cannot withhold fruits and vegetables as a form of discipline.

11

Best Practices Teachers serving fruits and vegetables to their students can model healthful eating habits by participating with their students and including a nutrition education lesson. Teachers can help monitor and direct the food distribution, and use the opportunity to talk with students about nutrition, health, hygiene and manners.

12

Serving Fruits and Vegetables Your school has the flexibility to schedule FFVP during the school day (and at school activities during the school day) for students at a participating school.

The Best Time Many schools serve fruits and vegetables multiple times during the school day so students have more access to fruits and vegetables. Fruits and vegetables may only be served during the school day (i.e., not before school or during afterschool programs). This provides an opportunity to incorporate a nutrition lesson along with the service of produce. The FFVP cannot be served during the National School Lunch or School Breakfast Programs’ reimbursable meal service periods. The FFVP cannot be served as part of summer school sessions. The FFVP may be provided during a “year‐round school’s” summer session as this is considered part of the regular school year. Multiple distribution times may be used and may be the best way to maximize participation.

The Best Places The most successful distribution areas for the FFVP will be places where children can easily consume the fruits and vegetables. The techniques you use to distribute fruits and vegetables will depend on a number of factors. Consider grade level, maturity of your students, time available to eat the fruits and vegetables, time required for preparation and service of fresh fruits and vegetables, extra clean‐up, garbage concerns and staffing issues. Schools can offer the FFVP to children through a variety of distribution methods.

13

Inside classrooms

In hallways

At kiosks

In free vending machines

As part of nutrition education activities

Best Practices Most schools use classrooms or a combination of classrooms and kiosks to deliver fruits and vegetables to children. Offering fruits and vegetables to children in the classroom helps reduce messes, deal more effectively with disruptive behavior, and make the most of learning time. To minimize interruptions to learning, incorporate eating with classroom activities during silent reading or nutrition education (e.g., study the “fruit of the day” in geography, science or math). Kiosks allow you to offer more choices and provide easy access. Consider staggering access to lessen confusion in hallways. Be sure to serve fruits and vegetables in a manner that can be handled easily. Vending machines may also optimize distribution of fruits and vegetables. Select fruits and vegetables that are suitable for vending machine distribution and allow adequate time and staff for restocking. To help your school’s FFVP run smoothly, develop guidelines to remind children of good manners when they receive and eat their fruit and vegetable snacks, and to dispose of their trash. Setting policies on trash disposal and clean up will improve the fruit and vegetable service. When you plan your program, try to create serving areas that will encourage children to enjoy eating their snacks, while lessening your concerns about the potential for messes. Providing a nutrition education component while serving fresh fruits and vegetables is the ideal way to introduce and reinforce good eating habits.

14

Which Fruits and Vegetables to Purchase and Serve

The FFVP introduces children to new and different fresh fruits and vegetables, like kiwi, star fruit, pomegranate, rutabaga, and kohlrabi. Fruits and vegetables are good low‐calorie, low‐fat sources of vitamins, minerals, and fiber. The FFVP shows children that fresh fruits and vegetables are healthy and tasty alternatives to snacks high in fat, sugar, or salt. The produce you serve should be presented in such a

way that it will be easily identified or recognized for what it is. Encourage children to enjoy fruits and vegetables as they are. Children should be able to connect to fruits like juicy ripe peaches and tart crunchy apples (without dips or flavor additives), or vegetables like crunchy sweet sugar snap peas, or asparagus. Remember when purchasing for the Program the goal is to serve a variety of fresh fruits and vegetables in their natural state and without additives. Dicing and slicing into smaller pieces for ease of service, as well as the addition of ascorbic acid is acceptable. The FFVP provides schools the opportunity to purchase exotic fruits or vegetables that are not available locally or that are not domestically grown. When purchasing such items always follow proper procurement procedures and the Buy American provision.

FFVP Does Not Allow Processed or preserved fruits and vegetables (i.e., canned, frozen or dried)

Dip for fruit

Fruit or vegetable juice

Snack type fruit products such as fruit strips, fruit drops, fruit leather

15

Jellied fruit

Trail mix

Nuts

Cottage cheese

Fruit or vegetable pizza

Smoothies

Fruit that has added flavorings including fruit that has been injected with flavorings

Carbonated fruit

Most non‐food items, except those allowed under administrative/operational costs

FFVP Limits Dips for vegetables

o If you choose to serve dip with vegetables, make sure to only offer low‐fat yogurt‐based

or other low‐fat or non‐fat dips

o The amount used should be what is commonly noted as a “serving size” for condiments, as shown on Nutrition Facts Labels: 1 to 2 tablespoons

Service of “prepared” vegetables

o Fresh (not canned, frozen, dried or otherwise processed) vegetables that are cooked, must be limited to once‐a‐week and must always include a nutrition education lesson related to the prepared item

If you have any questions about which fruits and vegetables to purchase for the FFVP, contact your State agency for guidance and technical assistance before making purchases.

16

What Your School Should Do Adjust your selection of fruits and vegetables to purchase and serve more of your students’

favorites, but continue efforts to introduce new items

Be sure fruits and vegetables are appealing and easy to grab

o If necessary, pre‐cut the produce to make them easier, more appetizing, and not as messy for younger children

If using dips for vegetables, use a “serving size” that provides only enough to encourage children

to eat the vegetables

Introduce children to different varieties of a fruit (e.g., Bartlett, Bosc, and Seckel pears) or a vegetable (bell, sweet banana, and Poblano peppers)

Consider pre‐cut fruits and vegetables and prepared trays in order to control labor costs and handle lack of extra storage space

Offer whole fruits on days when staff cannot prepare trays of pre‐sliced fruits or vegetables One goal of the FFVP is to expand the variety of fruits and vegetables your students consume. Try “sample sizes” to introduce new items and then adjust your ordering accordingly. To the extent possible, you should not limit the choices you offer. Find innovative and fun ways to encourage your students to try different foods.

17

How Schools Purchase Fruits and Vegetables

FFVP schools must follow proper procurement procedures. Produce must always be graded and inspected according to existing local, State and Federal guidelines. Finding suitable vendors or suppliers that provide a reliable supply of produce has been a challenge for a number of schools. Many schools purchase fruits and vegetables from food wholesalers or brokers. The vendors deliver shipments of fresh produce directly to the schools.

Local grocery stores and other retailers are not only good suppliers of fruits and vegetables, but also might be valued partners for free nutrition education and promotion activities. You can support local agricultural producers by buying fresh produce at farmers’ markets, orchards, and growers in your community. Remember: produce purchased with FFVP funds is meant to be used in the FFVP only. It cannot be used in the National School Lunch or School Breakfast Programs. When you are purchasing fresh produce, including produce from local vendors, proper procurement procedures must be followed. The Food, Conservation, and Energy Act of 2008 (P.L. 110‐246) amended the National School Lunch Act to allow institutions receiving funds through the Child Nutrition Programs to apply a geographic preference when procuring unprocessed locally grown or locally raised agricultural products (effective October 1, 2008).

While the legislation permits institutions to apply a geographic preference to purchase locally grown and locally raised agricultural products to the maximum extent practicable and appropriate, it does not require institutions to do so

States cannot mandate, through law or policy, that institutions apply a geographic preference when conducting these procurements

o This decision is left to the discretion of each local institution

18

Geographic preference may only be applied to the procurement of unprocessed agricultural products, locally grown and locally raised

The memorandum, SP 08‐2010: Geographic Preference for the Procurement of Unprocessed Agricultural Products in the Child Nutrition Programs, issued November 13, 2009, provided additional clarification for the Child Nutrition Programs

o The geographic preference provision applies to the FFVP only within the framework and requirements of the FFVP (i.e., produce in the FFVP must be fresh)

Schools in the FFVP can choose to apply a geographic preference in the procurement of fresh

fruits and vegetables for the program

o Already sliced and bagged items are permissible (but not frozen or dried)

As with other school meal programs, plan to reduce waste. Follow your local board of health/local public health department guidelines for handling leftovers. If you cannot easily use the leftovers in the FFVP, you may be able to use them in your school meal programs ‐‐ but only to avoid waste. Plan to use the fruits and vegetables purchased with FFVP funds as part of the FFVP.

Procurement Procedures The “Buy American” requirement in the National School Lunch Program (as provided in 7 CFR 210.21(d)) applies to purchases made with FFVP funds. Produce such as bananas, which are generally not available as a domestic product, may be purchased even though they are not domestic. Schools needing additional guidance on specific purchases and how an item would be affected by the Buy American provision should contact their State agency for assistance. Schools may Order through DoD‐Fresh, the Department of Defense’s Fresh Fruit and Vegetable Program

o DoD‐Fresh uses a large network of produce suppliers to distribute a wide variety of

American‐grown fresh produce directly to schools

o Deliveries are frequent and on time, and the cost is reasonable

Buy produce from your local grocery stores and farmers’ markets, or contact conventional and organic growers, and distributors

19

Support farm‐to‐school projects by purchasing fresh fruits and vegetables from growers and farmers in your community

o Farm to school projects are collaborations between farmers and schools that increase your access to fresh, local farm products, and expand market opportunities for family farms

o Information on the Farm to School (F2S) initiative is found at www.fns.usda.gov/cnd/F2S/Default.htm

To review current policy on local procurement and geographic preference, please reference policy memorandum, Geographic Preference for the Procurement of Unprocessed Agricultural Products in the Child Nutrition Programs, at www.fns.usda.gov/cnd/governance/Policy‐Memos/2010/SP_08_CACFP_05_SFSP_06‐2010_os.pdf

20

Nutrition Education in the FFVP The focus of the FFVP is to bring fresh produce into the school for distribution to children. For too many children, the produce they see in school might be their first exposure to fresh fruits and vegetables, and the only ones they see that day. That is why nutrition education is critical to the program’s success. Providing nutrition education can also help schools reach their goal of a healthier school environment and is a component of several important agency programs and initiatives such as A school’s Wellness Policy

Becoming a Team Nutrition School

Meeting the HealthierUS School Challenge

What should you do in your school? Develop nutrition education activities that fit your students

Use free resources and educational materials available to schools from

o USDA’s Team Nutrition (e.g., Fruits & Vegetables Galore: Helping Kids Eat More)

o State Fruit and Vegetable Coordinators

Check out the U.S. Department of Health and Human Services under the Centers for Disease

Control and Prevention for nutrition related information focusing on children, for example, BAM!‐Body and Mind

Visit TeamNutrition.usda.gov, MyPyramid.gov, and www.fns.usda.gov/cnd for more information about the FFVP

21

Include nutrition education whenever possible, especially during the service of fresh fruits and vegetables and even on days when the Program is not offered

A cooked, fresh vegetable dish can only be provided once a week and must include a nutrition education component

Adapt lesson plans to include nutrition education

Consult with FFVP partners to obtain no cost promotional items such as informational fliers,

pamphlets, posters, banners and buttons

Have students create fruit and vegetable posters to decorate classrooms and serving areas

Use student address systems and student broadcasts to share educational information about the importance of healthy eating

Promote the FFVP on monthly menus that are sent to parents

Add a monthly newsletter that addresses nutrition education and the benefits of fresh fruits and

vegetables

o Include the students by having them create and publish the newsletter

22

Reimbursable Costs

Program costs are broken out into two categories: operating and administrative. However, the allowable costs under these categories may be different from those in the National School Lunch Program. The operating and administrative categories each allow labor and equipment costs. Equipment listed under administrative costs should be larger equipment purchases where as equipment under operating costs are the smaller equipment purchases.

Please keep in mind that most of a school’s FFVP funds must

go toward purchasing fresh fruits and vegetables. All non‐

food costs must be carefully reviewed and deemed

reasonable, given the extent of program operations (e.g.,

daily vs. twice a week and produce that is served whole versus sliced and put in containers).

If schools purchase equipment for the FFVP, they must provide written justification to support the purchase. For example, the justification should explain the need for additional equipment, why the current equipment is not sufficient for FFVP operations, how many times the FFVP program will be offered each week, how many times deliveries are received each week/month and any other information that will support the purchase. Equipment purchased with FFVP funds that will be used in other school feeding programs must be prorated among the programs. The FFVP represents a small program and therefore the funds claimed under the FFVP should represent the smaller portion. State agencies have the discretion to determine the level of detail they want for smaller equipment purchases, dishes, and disposable supplies such as napkins, paper plates, and plastic bags. Labor costs in either the “operating or administrative” category must be minimal. SFA/State agencies

must, as part of their review process, review these costs and as appropriate work with schools reporting

high costs in these categories. Volunteer parents or students can help to reduce these costs.

23

Operating Costs Operating costs are the costs of running your FFVP service. These are your documented expenses for acquiring, delivering, preparing, and serving fruits and vegetables. They include the FFVP portion of the goods and services your school pays for Buying fruits, vegetables, low‐fat or non‐fat dip for vegetables only

Buying nonfood items like napkins, paper plates, serving bowls and trays, cleaning supplies, and

trash bags

Value added services such as pre‐cut produce, ready‐made produce trays, and delivery charges

Salaries and fringe benefits for employees who do such tasks as washing and chopping produce, preparing trays, distributing produce to classrooms, setting up kiosks, restocking vending machines, and cleaning up

Administrative Costs School administrative costs are limited to 10 percent of your school’s total FFVP grant. Schools must not exceed this limit.

School administrative costs are the documented expenses you have for planning the Program, managing the paperwork, obtaining the equipment you need, and all other aspects of FFVP that are not related to the preparation and service of fruits and vegetables.

Administrative costs include the FFVP share of Purchasing or leasing equipment such as refrigerators, coolers, portable kiosks, carts, and

portable food bars (remember to prorate as appropriate)

Salaries and fringe benefits for employees who compile and maintain claims for reimbursement and other financial reports, plan and write menus, order produce, track inventory, and coordinate nutrition promotion activities

What should schools do to ensure that the FFVP runs smoothly? Prorate costs: only the FFVP portion of expenses can be charged to the FFVP

Budget carefully to stay within the 10 percent limit on administrative costs

24

Make sure your expenses are reasonable and support the Program’s goals

o For example, fruit baskets distributed to families, taken home by students during

breaks or given to school personnel are not allowable expenses

If you have doubts about whether a specific cost is allowable, contact your State agency to discuss it with

them, prior to incurring such costs.

25

Paperwork Participating in the FFVP requires you to follow reporting and record keeping requirements that are similar to those for the National School Lunch Program. Here are some key points for schools to remember

Participate in training provided by your State

agency

o School staff must be trained on FFVP requirements and report forms before each new school year

Complete and submit a monthly FFVP reimbursement claim form (or similar reporting

mechanism from your State) to claim reimbursement

o The claim form should identify monthly school purchase data for the FFVP

You are responsible for ensuring that all claims are correct and appropriate

o Include only those costs related to the FFVP on your claim form

o Reminder: claims should be filed on time

States should follow FNS 60/90 day guidance when approving claims (especially late claims)

Maintain full and accurate FFVP records in your files

o Your school must keep these for a period of three years (after the end of the fiscal year to which they pertain)

o Records must be kept longer if your school has any unresolved audit findings

Schools should follow procedures similar to those in the school nutrition programs when submitting claims for reimbursement

26

o Claim forms should be submitted to the SFA for review

o The SFA may then submit a consolidated claim form to the State agency

State Reporting Financial reporting for the FFVP will be conducted via the Food Programs Reporting System (FPRS). The SF‐425 for the FFVP has been set up in FPRS for all States. The SF‐425 report must be submitted electronically on a quarterly basis.

Recordkeeping The recordkeeping requirements for the FFVP are similar to other Child Nutrition Programs.

Program Oversight and Monitoring It is critical that State agencies and SFAs make every effort to ensure FFVP is operating properly in participating schools, especially those new to the program. State agencies and SFAs should Review FFVP claims for reimbursement submitted by participating schools to ensure that

expenditures are appropriate prior to providing reimbursement

o Majority of funds are used to purchase fresh produce

o Equipment purchases are carefully reviewed and prorated

o Labor costs and all other non‐food costs are minimal

Ensure FFVP schools are reviewed as part of the Coordinated Review Effort (CRE) process, or other oversight or monitoring activity related to the National School Lunch or School Breakfast Programs

Avoid issues early on by making every effort to contact schools not scheduled for oversight activity to ensure that the Program is being implemented according to the statute and guidance issued by FNS

27

Best Practices Keep a file that contains

Policy Memoranda

Addendums

Contact information for each participating school

Invoices

Monthly claims

Purchase order information

Vendors/Local farmers

28

Encouraging Success Your State agency provides considerable support and encouragement to schools and school food authorities in administering the FFVP. Oversight refers to a variety of methods of monitoring your school’s ability to successfully manage the program, both during and between reviews. State and SFA oversight includes

Keeping in contact about your school’s

operation of the FFVP

Holding training sessions and workshops that include partners and others who can assist you

Conducting onsite visits to assist in implementing and running the FFVP

Providing technical assistance to answer your questions and concerns

Ensuring you received and reviewed the information you need to manage and monitor FFVP in your school

Encouraging your efforts to collaborate with state and local affiliates of FFVP’s national partners

Encouraging your promotion of nutrition education as a regular feature in school classrooms

Reviewing claim forms

Sharing information about your school’s program among FFVP and financial management staff at the State agency

Ensuring reports are submitted on time

FFVP Toolkit Review the FFVP Toolkit at www.fns.usda.gov/cnd/FFVP/toolkit.htm for ideas on creating a successful program.

29

Partnerships Outside support, collaboration, and partnerships have been essential elements of Fresh Fruit and Vegetable Program success. State, local, and private partners have helped schools better manage the FFVP, resolve logistical challenges of the program, and obtain educational materials for promoting nutritious food choices in and out of the classroom.

Collaborate with State and Local Affiliates State Fruit and Vegetable Coordinators (formerly 5‐A‐Day)

Produce for Better Health

Encourage Cooperation and Commitment from Partners Administrators

Teachers

Food service staff

School nurses

Custodial staff

Parents

Parent Teacher Association

Student government

30

Develop New Partnerships State and National affiliates of the American Cancer, Diabetes, Dietetic and Heart Associations

and School Nutrition Association

Community Health Agencies

County and State health and agriculture departments

Dieticians and dietetic interns

Extension agents

Hospitals

Local grocers and stores

Vocational clubs

Produce associations/commodity groups

Nutrition trade associations

Health associations

Food distributors

31

Food Safety in the FFVP Preventing or reducing the risk of food‐borne illness or injury by contaminated fruits and vegetables is a priority in the FFVP.

Best Practices Train food service employees who prepare or

serve food on how to properly wash and store fresh fruits and vegetables

Establish procedures for receiving and storing fresh produce

Wash hands using the proper procedure

Wash, rinse, sanitize, and air‐dry all food‐contact surfaces, equipment, and utensils that will be in contact with produce, including cutting boards, counter tops, knives, and sinks

Follow manufacturer’s instructions for the proper use of chemicals

Wash all raw fruits and vegetables thoroughly before combining with other ingredients, including

o Unpeeled fresh fruit and vegetables that are served whole or cut into pieces

o Fruits and vegetables that are peeled and cut to use in cooking or served ready‐to‐eat

Wash fresh produce vigorously under cold running water or by using chemicals that comply with the most recent FDA Food Code (packaged fruits and vegetables labeled as being previously washed and ready‐to‐eat are not required to be washed)

Scrub the surface of firm‐skin fruits or vegetables such as apples or potatoes using a clean and sanitized vegetable brush designated for this purpose

Remove any damaged or bruised areas

32

Label, date, and refrigerate fresh‐cut items

Serve cut melons within 7 days if held at 41 ºF or below (see SOP for Date Marking, Ready‐to‐Eat, and Potentially Hazardous Food)

Do not serve raw seed sprouts to highly susceptible populations such as preschool‐age children

Follow State and local public health requirements

Please reference the new pamphlet from the FNS Food Safety Division, Best Practices: Handling Fresh Produce in Schools, found at: www.fns.usda.gov/fns/safety/pdf/best_practices.pdf

33

FFVP Questions and Answers

Funding 1) Question: Must FFVP State level administrative funds be

tracked separately from other funding sources, such as SAE?

Answer: State agencies must be able to account for FFVP State administrative expenditures and to ensure proper and timely expenditure of funds. Whatever tracking method States have that will show these expenditures separately from other State level expenditures is acceptable.

2) Question: Should schools develop a budget for the FFVP?

Answer: It is prudent for schools to develop a budget in order to assist in the timely expenditure of funds and FNS strongly encourages schools to do so. While schools are not required to develop or submit a budget plan to their SA (unless required to do so by their SA), they should consider working closely with their SFA and SA to ensure funds are expended according to all guidance and program policy and in a timely manner.

3) Question: Can schools bid FFVP, NSLP and SBP purchases together?

Answer: Yes. However, schools must be able to demonstrate which items are purchased for the FFVP.

4) Question: Can schools purchase fresh fruits and vegetables from their own school gardens using FFVP funds?

Answer: Yes. The funds must accrue back to the school food service account. See our policy memoranda SP 32‐2009, School Garden Questions and Answers for additional information. www.fns.usda.gov/cnd/governance/Policy‐Memos/2009/SP_32‐2009_os.pdf.

34

5) Question: Can schools purchase from gardens located at other schools or other districts?

Answer: Yes. The funds must accrue back to the school food service account (reference #4).

6) Question: A school purchases equipment either with 100% FFVP funds or a percentage of funds (or an SFA on the part of a school(s)) but the following year, the school no longer participates in the FFVP. What happens to the equipment?

Answer: It is the responsibility of the SFA or SA to direct the disposition of equipment for those schools that no longer participate in the Program in keeping with existing guidance and the regulation at 7 CFR 3016.32(c)(1), and (e)(1) and (2). In general, when the equipment is no longer needed for the original program or project, the equipment may be used in other activities currently or previously supported by a Federal agency. (Please refer to the regulation, Uniform Administrative

Requirements for Grants and Cooperative Agreements to State and Local Governments at 7 CFR 3016.32 for a detailed explanation.) Any school requesting FFVP funds for equipment must provide justification for the equipment. The justification should include an explanation on why additional equipment is needed and why current equipment cannot suffice, the extent of the program, e.g. how many days a week the program is offered, and any other information that will support the request for additional equipment. It is the intent that selected schools participate for more than one year so the SA is strongly encouraged to select schools that represent strong candidates for long term participation in the Program. Schools requesting equipment that may be used in other programs must prorate the cost of the equipment among all programs that will use the equipment. Along with the equipment justification, schools must also indicate percent usage for the FFVP, and make sure to only claim that portion directly associated with FFVP operations.

Application 7) Question: At the discretion of the State agency, approved FFVP schools are permitted to update

their application on file instead of submitting an entirely new application. What is meant by updated information?

35

Answer: Updating the information on file can include any changes from the previous year’s application, e.g. changes to the eligible signatures, enhancements to the implementation plan, changes to enrollment numbers and consequently free and reduced price percentages.

Participation 8) Question: May adults participate in the FFVP?

Answer: Teachers may participate under the following conditions

Only teachers who are directly responsible for serving the fruit or vegetable to their students in

a classroom setting may partake of the fruit and/or vegetable

The FFVP is not available to the general teacher population and other adults in the school

Teachers choosing to participate with their students are strongly encouraged to include a nutrition education component to enhance their positive role modeling

No additional FFVP funds will be provided; schools must stay within their per student allocation Please note that this policy does not allow teacher or administrator fruit baskets, which were incorrectly purchased by some schools for promotional purposes when FFVP was initially implemented.

NonAllowable Costs 9) Question: Is full strength/freshly squeezed fruit or vegetable juice allowed in the FFVP?

Answer: No. Juice is not allowed as part of the FFVP.

Miscellaneous 10) Question: Who can participate in State agency provided FFVP training?

Answer: The training should be for those in the food service department directly responsible for the FFVP operations and may also include the principal or vice principal.

36

11) Question: The FFVP cannot be provided during summer school. However, can year‐round schools serve FFVP in the summer months?

Answer: Yes. Year round schools may participate during their June, July and August sessions.

12) Question: Are there limits on the type of benefits that schools can claim for reimbursement for those employees also working under the FFVP? Answer: Schools can claim for reimbursement a prorated share of employee benefits for those that work on the FFVP.

Question: What are the requirements for schools to provide nutrition education? Answer: FNS strongly encourages schools to provide nutrition education as a component of the FFVP. Providing nutrition education is part of helping schools create a healthier school environment. Nutrition education is a required component of several important programs and initiatives for schools such as creating a Wellness Policy, becoming a Team Nutrition School and, meeting the goals of the Healthier US School Challenge.

Chapter Four

Fresh Fruit and Vegetable Program School Action Plan

School Name:___________________________ Date:___________________________ Key Elements Action Deadline for Completion

(if applicable) Person Responsible for Completion

Purchasing -Bids -Contact vendors -Ordering -Storage

Preparation -Equipment -Food Safety -Staffing

Distribution -Equipment -Food Safety/Sanitation -Delivery methods/location/ time/personnel -Storage of excess -Clean up

Claims -Who will complete claims -Who reimburses vendors

Marketing and Promotion -Methods: Parents Students Staff Administration Community

Marketing & Promotion, con’t -Events -Partners Nutrition Education -Classroom activities -Special events -Partners -Other

Other -Impact

Fresh Fruit and Vegetable Program School Action Plan

School Name: Healthy Hearts Elementary Date: Tuesday, August 28, 2012 Key Elements Action Deadline for Completion

(if applicable) Person Responsible for Completion

Purchasing -Bids -Contact vendors -Ordering -Storage

Identify vendors/Follow procurement procedures/ Determine produce specifications Discuss delivery schedule and method of payment Determine what produce will be ordered Store deliveries in food service cooler/Purchase one refrigerator.

Summer ~ August 30, 2012 After bid process is complete Monthly basis Purchase new refrigerator by September 3, 2012

Food Service Director Food Service Director Food Service Director

Preparation -Equipment -Food Safety -Staffing

Already have knives, cutting boards, etc. Add section to school food safety plan including FFVP Standard Operating Procedure 2 hours per day on days that the snack is served; 1-2 food service staff

N/A September 17, 2012 N/A

N/A Food Service Director Food Service Manager at the school will work with staff to determine daily what items need to be prepped for the snack

Distribution -Equipment -Food Safety/Sanitation -Delivery methods/location/ time/personnel -Storage of excess -Clean up

Purchase baskets for classrooms, two delivery carts, tongs Purchase gloves, napkins Ensure students wash hands before eating snack Classrooms (Mon-Thursday at ~9:30 am). One basket/tray of produce to each classroom. Teachers will return baskets with perishable foods to the cafeteria at lunch. May need to purchase a few more trash cans

September 17, 2012 Order on as needed basis Share procedures with teachers at all staff meeting at beginning of school year N/A N/A Purchase new cans by September 30, 2012. Discuss clean up issues at all staff meeting at beginning of school year

Food Service Director Food Service Director Teachers One student helper will be sent to cafeteria to pick up carts with classroom snacks and deliver the snacks in baskets to the classrooms. Empty cart will be returned to the cafeteria. Teacher will bring basket to cafeteria. Food service will follow standard operating procedure for storing the excess. Food service will order trash cans. Food service, teachers, and janitorial staff will communicate with each other to determine best practices for clean up.

Claims -Who will complete claims -Who reimburses vendors

Submit original and one copy to state agency. Reimburse vendor

Claims due to state agency by the 10th of the following month covered by the claim Monthly

Food Service Director along with food service administrative personnel Food Service Director along with food service administrative personnel

Marketing and Promotion -Methods: Parents Students Staff Administration Community

1.Flyer 2. Display at back-to-school event 3. Announcement on website 1. Morning announcement with nutrition nugget 2. Fruit & Veggie Challenge PowerPoint sharing details PowerPoint sharing details or abbreviated version at school board meeting Announcement in local newspaper’s comm. section

1. Make 200 copies to be sent home with first newsletter of school year 2. Back-to-school event on September 17, 2012 3. September 17, 2012 1. Give nuggets to principal on monthly basis. 2. Month of September Share at all staff meeting the beginning of the school year First school board meeting of the school year September 2012

1. School Administrative Assistant will make copies to include with the newsletter 2. Food Service Manager and school nurse will work on this event together and will involve students in making the display 3. Media specialist will update website 1. FFVP Manager will have a list of nutrition nuggets to be read with the morning announcements featuring the snack of the day. FFVP Manager will give the nuggets to the principal to read with the morning announcements. 2. School nurse will take lead on organizing this event FFVP Manager will share PowerPoint and answer questions FFVP Manager and/or Principal will share PowerPoint and answer questions FFVP Manager will write news release

Marketing & Promotion, con’t -Special Events -Partners

Fruit & Veggie Fear Factor Work with local grocery stores and MSU Extension to provide promotional items

February 2012 Start contacting in August 2011 and throughout the year

Coordinate with National Nutrition Month activities FFVP Manager

Nutrition Education -Classroom activities -Special events -Partners -Other

Solar system activity Celebrating Helen Keller’s life MSU Extension, local growers, local library

Various fruits representing the various planets of the solar system Students pretend to be Helen Keller and see what it would have been like for Helen to eat her fruits and veggies Start contacting in June 2011 and throughout the year

FFVP Manager partners with teachers to provide ideas and offer fruits/veggies with educational lesson (as long as the fruits/veggies can be consumed) Same as above FFVP Manager

Other -Impact

Administer state agency survey

As determined by state agency

FFVP Manager coordinates survey administration/ Principal coordinates with staff to insure staff cooperation

STUDENTS

DATE: NAME OF MENU PLANNER: TEACHERS

SPONSOR/BUILDING/SCHOOL NAME:

TOTAL

AM Snack PM Snack

Vegetables / Fruits

SERVING TIME / TEMPPORTION SIZEMENU

RECIPE # OR CODE

QUANTITY (LBS, CANS, OR CASES

USED)

CORREC-TIVE

ACTION CODE

FRESH FRUIT AND VEGETABLE PROGRAM FOOD PRODUCTION RECORD

# OF PORTIONS PREPARED

# OF PORTIONS

SERVED

LEFTOVER & CODE (F-

Freezer C-Cooler

W-Waste) # PORTIONS

PLANNED

National Food Service Management InstituteThe University of Mississippi

1

Handling Fresh Produce in Classrooms*

Guidance for School Nutrition Staff

Follow your school district’s food safety plan for appropriate actions when temperature standards are not met.

• Wash hands thoroughly with soap and water prior to handling or serving fresh fruits and vegetables to students.**

• Pre-package cut produce into single-serve, closed or covered containers or individually sealed bags. • Consider packaging whole produce, such as oranges, apples, plums, etc, in bags or wrap.• Provide condiments, such as ranch or yogurt dip, in single-serve portions to minimize cross-contamination.• Provide wrapped, disposable utensils to students, if needed.• Deliver produce to classrooms immediately prior to service.• Use a clean, sanitized, and calibrated thermometer to check food temperatures. Cut produce should be

41°F or below. Record produce temperatures when delivered to the classroom.• Use coolers with ice, ice packs, or mobile refrigerated carts to keep produce cold if holding it in classrooms

prior to service. • Return to classrooms to pick up leftover produce after service. • Discard all leftover cut produce, such as veggie sticks, sliced apples, sliced oranges, or melon.• Wash all leftover unpackaged whole produce, such as apples or pears, if serving it again. • Train classroom teachers and staff at the beginning of each school year about hand-washing, controlling

time/temperature, and preventing cross contamination.

*These best practices are based on the 2009 FDA Food Code. Follow the food code for your local or state jurisdiction. Consult with your local health department if you have any questions. www.fda.gov/Food/FoodSafety/RetailFoodPro-tection/FoodCode/FoodCode2009/default.htm

**For hand washing information refer to the National Food Service Management Institute’s resource, Wash Your Hands: Educating the School Community: www.nfsmi-web01.nfsmi.olemiss.edu/ResourceOverview.aspx?ID=118

National Food Service Management InstituteThe University of Mississippi

2

Guidance for Teachers and Aids

• Wash hands thoroughly with soap and water prior to handling or serving fresh fruits and vegetables to students.*

• Allow time for students to wash their hands with soap and water prior to eating fresh produce, if possible. • Use hand sanitizers if soap and water are not available. Hand sanitizers alone kill most, but not all, harmful

microorganisms.• Keep produce cold, or serve produce as soon as possible after it is delivered to the classroom.• Do not serve any cut produce that has been held at room temperature for more than 2 hours or above 90 °F

for more than one hour.**• Distribute produce or allow students to select pre-packaged produce to minimize potential contamination. • Discard all leftover fresh-cut produce, such as veggie sticks, sliced apples, sliced oranges, or melon.

*For hand washing information refer to the National Food Service Management Institute’s resource, Wash Your Hands: Educating the School Community: www.nfsmi-web01.nfsmi.olemiss.edu/ResourceOverview.aspx?ID=118

**Source: The Partnership for Food Safety Education. www.fightbac.org/safe-food-handling/chill

Handling Fresh Produce in Classrooms, continued

Storing Fresh ProduceRefrigerators should maintain a temperature of 41 °F, or less, but temperatures inside a refrigerator can range from colder (32 °F) to warmer (41 °F), depending on the location.

Colder temperatures are found in the back and warmer temperatures in the front, near the door. Some kinds of produce should be stored at warmer temperatures near the door for

best quality. Location of fruits and vegetables is important because fruits, in general, produce ethylene gas, which fosters natural ripening, but it also can cause most vegetables and a few non-ethylene producing fruits to deteriorate more quickly and develop undesirable characteristics. Ideally, ethylene-producing fruits should be stored in the refrigerator as far

from ethylene-sensitive fruits and vegetables as possible.

These items should not be refrigerated. Store ideally between 60 °F and 70 °F. Bananas Sweet Potatoes Potatoes Dry Onions

Walk-in Refrigerator

ApplesNectarinesPeaches

CantaloupeMandarin Oranges

AvocadosHoneydewGrapefruit

TomatoesWatermelon

Fresh-cut produceCarrots

LettuceCornGreensSpinachHerbs

AsparagusBrussels SproutsBroccoli

MushroomsRadishes

CucumbersGreen BeansOkra

PeppersSummer Squash

OrangesTangerines

Pears PlumsBerries

LemonsLimesMangoesPineapples

Ethylene Producers Ethylene SensitiveProduce

Back Wall

CabbageCauliflower

Chapter Five

Site Name:School District:Sponsor Agr. Number:Site Number:

School Year:Grant Year/Fiscal Year (FY): 2012 2013Grant Period: 7/1/2012 - 9/30/2012 10/1/2012 - 6/30/2013 Annual Allocation

Funds Available for Grant Period: $7,052.50 $21,157.50 $28,210.00Up to 10% of Funds Available Approved for Admin. Costs: $705.25 $2,115.75

Month

Operating Costs Fruit and Vegetable Costs

Operating Costs Labor

Operating Cost Supplies

Total Operating Costs

Administrative Costs Equipment

Administrative Costs Labor

Administrative Costs Durable Supplies

Total Administrative Costs

Total Cost per Month

Days Operated In Month

Cost per day of operation

Jul-2012 $0.00 $0.00 $0.00 #DIV/0!Aug-2012 $0.00 $0.00 $0.00 #DIV/0!Sep-2012 $6,052.00 $500.25 $500.00 $7,052.25 $0.00 $0.00 $0.00 $0.00 $7,052.25 #DIV/0!

1st quarter total $6,052.00 $500.25 $500.00 $7,052.25 $0.00 $0.00 $0.00 $0.00 $7,052.25

Administrative Funds Remaining: $705.25

Total Funds Spent for FY 7/12-9/12 Grant Period: $7,052.25Total Funds Remaining for 7/12-9/13 $0.25

Month

Operating Costs Fruit and Vegetable Costs

Operating Costs Labor

Operating Cost Supplies

Total Operating Costs

Administrative Costs Equipment

Administrative Costs Labor

Administrative Costs Durable Supplies

Total Administrative Costs

Total Cost per Month

Days Operated In Month

Cost per day of operation

Oct-2012 $5,000.00 $300.00 $200.00 $5,500.00 $100.00 $100.00 $0.00 $200.00 $5,700.00 20 $285.00Nov-2012 $0.00 $0.00 $0.00 #DIV/0!Dec-2012 $0.00 $0.00 $0.00 #DIV/0!Jan-2013 $0.00 $0.00 $0.00 #DIV/0!Feb-2013 $0.00 $0.00 $0.00 #DIV/0!Mar-2013 $0.00 $0.00 $0.00 #DIV/0!Apr-2013 $0.00 $0.00 $0.00 #DIV/0!

May-2013 $0.00 $0.00 $0.00 #DIV/0!Jun-2013 $0.00 $0.00 $0.00 #DIV/0!

Total $5,000.00 $300.00 $200.00 $5,500.00 $100.00 $100.00 $0.00 $200.00 $5,700.00

Administrative Funds Remaining: $1,915.75

Total Funds Spent for 10/12-6/13 Grant Period: $5,700.00Total Funds Remaining for 10/12-6/13 Grant Period: $15,457.50

School Year 2012-2013

Fresh Fruit and Vegetable Program

Sample ElementaryFlorida School District

01-0002

10/29/201212:47 PM

Michigan Department of Education Child Nutrition Programs - Security Authorization Form

School District/Organization/Institution Name Agreement Number

1. Designated Michigan Education Information System (MEIS) Applications Check boxes below for which Level 3 “Enter/Certify” access rights are being requested.

a. MICHIGAN ELECTRONIC GRANTS SYSTEM PLUS (MEGS+)

□ School Meals Program

□ Child & Adult Care Food Program - Centers

□ Child & Adult Care Food Program –

Family Day Care Home (FDCH) Sponsor

□ Summer Food Service Program

□ Summer Camp Special Milk Program

□ The Emergency Food Assistance Program

□ Commodity Supplemental Food Program

□ Fresh Fruit and Vegetable Program

b. CLAIM FORM


□ Child & Adult Care Food Program - C Claim

□ Child & Adult Care Food Program - FDCH Claim

□ Summer Food Service Program

□ Summer Camp Special Milk Program

□ The Emergency Food Assistance Program (MiND)

□ Commodity Supplemental Food Program (MiND)

□ Fresh Fruit and Vegetable Program (MiND)

c. LEARS - VERIFICATION SUMMARY REPORT


d. YEAR END REPORT - SM-4012-A/R


The Year End Report is not required for schools operating the Special Milk Program ONLY.

2. Designated Individual (CANNOT BE A FOOD SERVICE MANAGEMENT COMPANY EMPLOYEE)

I agree to protect my user ID and password from unauthorized use and understand that all activity under my user ID is my responsibility. I further understand that by reporting Child Nutrition Program data on MEIS, I am certifying the data is true and correct, records are available to support it, and it is in accordance with the terms of the existing Agreement.

Signature Date

* A ___ ___ ___ ___ ___ ___ ___

MEIS Account Number

Print Name Title

Telephone Number

Email Address

* If you HAVE already established a MEIS account, enter the existing account number above. DO NOT CREATE ANOTHER ONE.

* If you do NOT have a MEIS account number, go to: http://michigan.gov/meis and click on the MEIS logo box at the top of the screen.

Click on “Create a MEIS Account” and follow instructions.

Check if you are a: □ Replacement Designee ____________________________________________________________

Name of Former Designated Individual to be Removed from Security Access

3. Authorization by Superintendent, Administrator, or Institution Official or Owner Public School Academies: Signature of the School Board President is required

I attest that the above named individual is authorized to initiate and electronically submit Child Nutrition Program applications to the Michigan Department of Education and to grant Level 1 “Read Only” or Level 2 “Enter/Edit” access rights to other individuals within the organization. Signature of Superintendent/Administrator/Institution Official or Owner (Public School Academy: School Board President)

Title

4. Mail or fax form to: Ruby Zavala, Michigan Department of Education, GCSS, P.O. Box 30008, Lansing, MI 48909. Fax: (517) 373-4022

This form must be submitted for each individual requesting Level 3 “Enter/Certify” security access rights to any of the Child Nutrition Program applications on the Michigan Education Information System (MEIS). Each organization may designate a maximum of two individuals and must submit a separate form for each individual to obtain Level 3 access. 8/2012

1 of 6

MiND – Fresh Fruit and Vegetable Program (FFVP) Claim System Quick Guide

Introduction: Michigan Department of Education (MDE) is pleased to unveil its Michigan Nutrition Data System (MiND) to

enable agencies participating in the Fresh Fruit and Vegetable Program (FFVP) to submit claim data

electronically and draw down funds from the Cash Management System (CMS) on a periodic basis.

Requirements: 1. A complete and certified FFVP application for the current fiscal year in MEGS; 2. An agency user who has a MEIS account and has completed the security access form; and 3. A computer workstation with internet connectivity. Recommended browser is Internet Explorer 6.0 or

later versions. Process flow:

Agency user (Level 2 or above) inputs items on the cost report on a monthly basis. It is

recommended that claims be submitted no later than the 10th of the month following the claim

period.

Agency user (Level 3) certifies items on the cost report. All certified costs are moved to “Waiting to

be approved” status.

MDE Consultant approves the costs.

MDE Fiscal Reporting processes payments on a monthly basis.

Payments are generated based on the schools FFVP recommended for funding amount and time

frame of the processing.

Agency

MDE

2 of 6


Steps to enter and submit FFVP Costs. Step I: Login to the MiND System

1. On your browser, go to www.michigan.gov/meis

2. Click on the link MiND - Michigan Nutrition Data System in the Child Nutrition Programs (CNP) section.

3. Login with a valid MEIS Login and password. Insure your Child Nutrition Programs- Security Access Form is up to date, includes the FFVP MiND access. If not, submit an updated form.

3 of 6


Step II: MiND Home Page

1. This page lists the payments received for the FFVP for the given fiscal year and provides users with the option to edit the cost maintenance.

2. The Cost Maintenance link also navigates the user to the “Cost Item Maintenance” waiting to be

certified. 3. The Cost Maintenance link navigates the user to the “Cost Item Maintenance” waiting to be approved.

4 of 6


Step III: Cost Item Maintenance Page - Entering FFVP costs.

1. Select a cost item from the description drop-down.

2. Type in the product details (i.e. apples, 4 cases of 138 count) in the specify box.

3. Select the applicable month of the cost.

4. Enter the corresponding cost of the product in the amount box; Click “Add”.

1

3

2

4

5 of 6


5. On clicking “Add”, the entered cost will be listed in the “Cost Items Waiting To Be Certified” section.

Note: Level-2 users can add costs for their agency but cannot “Certify” the information.

6. To modify an entered value, click “Edit”.

The “Amount Entered” column will become an editable text box

The “Edit” button will be replaced by “Update” and “Cancel” buttons.

Modify the “Amount Entered” and click “Update”.

5 6

6 of 6


Step IV: Certifying FFVP costs.

Level-3 user has to log into MiND using their authorized Login and password. Level-3 user will be able to

see the “Cost Items Waiting To Be Certified” section along with the “Certify” button.

1. On clicking “Certify”, the costs listed in “Cost Items Waiting To Be Certified” section will be transferred

to the “Cost Items Waiting To Be Approved” section.

Step V: Approval of Costs.

1. Michigan Department of Education will approve the “Cost Items Waiting To Be Approved”. On

approval, the costs listed in “Cost Items Waiting To Be Approved” section will be transferred to the “Approved Cost Items” section.

1

USDA Fresh Fruit and Vegetable Program

Allowable and Non-Allowable Expenditures Allowable Expenditures

Operating Costs (90%+ of total grant award) o Fresh fruits and vegetables (includes delivery charges)

Whole pieces (requiring preparation) Whole pieces (ready to eat) Pre-packaged, ready to eat individual portions Pre-cut bulk packaged

o Fresh (not canned or dried) vegetables, not normally eaten raw, can be cooked as part of a nutrition education lesson no more than once per week

o Low-fat and non-fat dips for vegetables o Non-food items

Paper supplies: napkins, plates/boats, soufflé cups Plastic eating utensils Cutting boards and knives Serving bowls and trays Cleaning supplies Trash bags Small carts

o Wages/salaries and benefits for employees who do tasks of washing and chopping produce, preparing trays, distributing produce to classrooms, setting up stations, managing vending machines, and cleanup

Administrative Costs (up to 10% of total grant award) o Purchasing or leasing equipment used for FFVP, or repair of FFVP-designated

equipment Refrigerators Coolers Portable kiosks and food bars Small and large carts

Non-Allowable Expenditures

Food items: regular peanut butter, dip for fruit, fruit leather, jellied fruit, trail mix, nuts, cottage cheese, fruit or vegetable pizza, smoothies, other non-fresh fruit or vegetable-related food (i.e., pizza dough to make fruit pizza, yogurt and granola for fruit parfaits, jarred salsa to add to avocado chunks)

Nutrition education materials or equipment (ex. AccuCut die-cutting machine) Promotional items (including postage) Marketing materials Travel costs (field trip transportation, mileage reimbursement for picking up produce from a

local farm, etc.) Field trip activity costs



Fresh Fruit and Vegetable Program (FFVP) SY 2012-13 Justification of Large Equipment Purchase Form

School District Name Agreement Number School Building/Site Name Contact Name Contact Email Large Equipment Requested Total Cost of Requested Equipment Will this equipment only be used for the FFVP? Yes No *If no what percentage will be used for other programs? Justification (why the current equipment is not sufficient for the FFVP operations). How many times will the fruits and vegetables be offered each week? How many times deliveries are received each week/month? Any other information that will support the large equipment purchase. FFVP Contact Signature/Date

Fax completed document(s) to Gloria Zunker at 517-373-4022.

Large equipment purchased with FFVP funds must be approved in advance. Allow at least two weeks for MDE to process this request. Once reviewed, Michigan Department of Education will notify the FFVP contact with its determination. All large equipment purchases must be made by December 31, 2012. * Equipment purchased with FFVP funds that will be used for other School Nutrition Programs must be prorated among the programs. If claiming 100% under FFVP, please explain why the equipment will not be shared with other School Nutrition Programs (i.e. School Breakfast Program, National School Lunch Program, Summer Food Service Program, etc.) If claiming less than 100%, explain which other School Nutrition Programs the equipment will be shared and specify the percentage breakdown.

Chapter Six


MEMO CODE: SP 35-2008 DATE: August 8, 2008 SUBJECT: Frequently Asked Fresh Fruit and Vegetable Program Questions TO: Regional Directors Special Nutrition Programs All Regions State Directors Special Nutrition Programs All States The new FFVP began operations under the authority and provisions set forth in The Food, Conservation, and Energy Act of 2008, (P.L. 110-234), the Farm Bill on July 1, 2008. The Farm Bill amended the National School Lunch Act to add a new section 19, the Fresh Fruit and Vegetable Program (FFVP). The purpose of this memorandum is to provide answers to some of the frequently asked questions gleaned from our conference calls which address key program operation issues. Q. What are the FFVP hours of operation? A. The program is available only during the school day, not before or after regular school hours. Q. Can the fresh fruits and vegetables be served at the same time as the breakfast or lunch program but in a separate part of the cafeteria? A. No. The FFVP can not be provided at the same time as the service of the breakfast or lunch program. Q. How many times during the school week must fresh fruits and vegetables be offered? A. We expect schools to offer fresh fruits and vegetables as many times as possible during the school week. Q. Must fresh fruits and vegetables be offered the entire school year or can schools choose to offer the program a limited number of months. A. We expect that the Program be offered through the entire school year and not limited to certain months. One goal of the program is to effect a change in eating habits and a continual exposure to fresh fruits and vegetables is necessary/beneficial in making this change Q. Can RCCI’s participate in the FFVP? A. RCCI’s can participate provided they operate an elementary school program during the day, and participate in the NSLP. Page 2



Frequently Asked Fresh Fruit and Vegetable Program Questions Q. Can FFVP funds be used to purchase Nutrition Education Materials? A. No, we suggest that schools find other methods to fund the cost of nutrition education materials. Q. Can schools use FFVP funds for promotional costs? A. No, costs associated with promotional activities can not be funded by the FFVP. Q. Can we use trail mix, nuts or dried fruit? A. No. Only fresh fruit and vegetables can be purchased. Q. Can fruit smoothies, veggie pizzas and fruit pizzas be provided under the FFVP? A. No. Q. Are dips allowed? A. Dips may not be used for fruits. However, in the interest of promoting the consumption of vegetables, the judicious use of low fat and non-fat dips for vegetables in a “serving size” quantity is allowed. Q. Can cooked vegetables be provided and reimbursed in the FFVP? A. Schools may only cook fresh vegetables (These vegetables should be ones not normally eaten raw) as part of a nutrition education lesson not more than once a week. The vegetables must be fresh; not frozen, canned or dried. Schools may not claim any additional ingredients that are part of the cooked fresh vegetable dish. As an example, a class may study nutrition, and part of the lesson may be to learn about specific vegetables and their nutritional value. Q. Do schools have to submit all supporting documentation with their claim for reimbursement? A. No, however they must maintain this information for review. Q. Are schools required to have separate purchase orders/invoices for the FFVP? A. No provided they can demonstrate on the orders which purchases pertain to the FFVP. Q. What are the FFVP funds obligation timeframes on a fiscal year or school year basis? A. For Schools: July FFVP funds: must be obligated by September 30 of that year. October FFVP funds: must be obligated by the following June 30.


Page 3 Frequently Asked Fresh Fruit and Vegetable Program Questions For States:

July FFVP funds-States that choose to receive a proportional share for State administrative expenses must obligate these funds by September 30 of that year. The normal fiscal year closeout timeframes apply with funds expensed by December 30.

October FFVP funds-The October obligation timeframe differs for FFVP State administrative funds than those for schools in that the State’s funds may be obligated until September 30. The normal fiscal year closeout timeframes apply with funds expensed by December 30. As States are aware, they must determine their total FFVP administrative funds allowed under the formula before funds are allocated to schools. We recommend that the State agency take their portion for State administrative expenses from the October allocation in order to allow schools sufficient funds to start-up the program. Q. When will the new FFVP guidance manual be available? A. We are in the process of drafting new guidance and will notify all State and Regional Offices as soon as the new manual is available on our web site. We hope to have the manual available by early September, 2008. The revised manual will incorporate the FAQs contained in this memorandum and the recently issued implementation memorandums, SP-31 dated July 11, 2008 and SP-33 dated July 31, 2008. The online manual will serve as the resource for the program and will be managed electronically to provide updates as needed. The FFVP guidance manual that was used for prior program operations is no longer a reflection of current program operations under the authority and provisions of the new section 19 of the Richard B. Russell National School Lunch Act. Therefore, we ask that the States or schools not use this “old” version. We have removed the FFVP Guidance Manual from the FNS website because it is no longer accurate.

Robert Eadie for CYNTHIA LONG Director Child Nutrition Division

Chapter Seven

COORDINATED REVIEW EFFORT Fresh Fruit Vegetable Program

SFA: School(s):

REVIEW AREAS YES NO N/A

Records 1201a. FFVP record includes the application, awards letter,

budgets and any addendums? 1201b. Invoices, purchase orders, vendor/farmer information are

kept to substantiate costs submitted on FFVP claims for reimbursement?

1201c. A review of the records reveals: 1) Administrative costs limited to 10% of total FFVP grant?

Costs include wages/salaries for reports; write menus, procurement, mandatory training, mileage and other expenses associated with that training.

Costs include purchasing/leasing equipment 2) Cost of nutrition education materials and promotions are

not reported as FFVP costs? 3) Only allowable FRESH fruits/vegetables are claimed for

participating schools (no dips for fruit; fruit leather; jellied fruit; trail mix; nuts; cottage cheese; fruit or vegetable pizza; smoothies; regular peanut butter.)Schools can cook only fresh (not canned or dried) vegetables, those that are normally not eaten raw, as part of a nutrition education lesson no more than once a week. Cooked cranberries are allowed once. No additional ingredients that are part of the cooked dish can be claimed. Q/A memo SP35-2008, August 8, 2009.

4) Operating costs are limited to FFVP portion of costs for: Buying allowable fruits, vegetables, and non-or low-fat vegetable dips; nonfood items such as napkins, eating utensils, serving bowls cleaning supplies, trash bags? Buying value added services (pre-cut produce, ready-made trays or delivery charges)? Salaries and fringe benefits of employee(s) involved in preparation, distribution, set up, clean up?

1201d. FFVP is not used to replace foods that are part of the reimbursable school meal (breakfast, lunch, after school snack) and used only in meal preparation only to avoid waste?

1201e. Records kept for a period of 3 years after the end of the fiscal year) to which they pertain (or longer if there are unresolved audit findings)?

Procurement:

1202a. Geographic preference is applied to locally grown, whole, and minimally processed and products in a usable form (chopped, cut, sliced, diced, shucked)? Memo SP01-2010.

Received quotes from a reasonable number of farmers?

1202b. Purchasing procedures are in compliance with “Buy American” requirement (except for items not available as a domestic product)?

FFVP-1 COORDINATED REVIEW EFFORT

Fresh Fruit Vegetable Program

SFA: School(s):


Participation: 1203a. Enrolled students who normally attend the

participating school and present during service of fruits and vegetables participate?

1203b. Eligible students participate at no cost? 1203c. FFVP is not used as gift or reward? 1203d. FFVP participation is not withheld as discipline?

Effective Management: 1204a Contacts are made with school personnel with FFVP

responsibilities? 1204b.Training sessions and workshops are held for those

who assist with FFVP? 1204c On-site visits are made to assist with implementing

and running the FFVP? 1204d. Technical assistance addresses questions and

concerns? 1204e. No-cost education materials and promotional

materials are obtained from local vendors, health department, extension services and/or with state and local FFVP’s national partners?

1204f. The established operational plan is followed?1204g. A monthly budget is developed?

1204h.Nutrition education included in daily curriculum and

during the service of fresh fruits and vegetables?

1204i. Appropriate sources for fresh produce are available locally and/or through DOD, Farm to School Initiative/farm-to-cafeteria projects, etc.?

1204j. Food safety plan for school operation is followed when receiving, storing, stocking vending machines, preparing, holding and/or serving fresh fruit, vegetables, and low/non-fat vegetable dips?

Scheduling and Service: 1205a. FFVP is scheduled during the school day with a

minimum of 3 days/week. 1205b. FFVP is scheduled at times other than during

service of reimbursable meals? 1205c. FFVP is scheduled at times and through methods

that maximize participation by different groups (multiple time and multiple methods, where applicable)? Ex: FFVP Kickoff assembly and not during a ‘Family Fun’ night.

FFVP-2

COORDINATED REVIEW EFFORT Fresh Fruit Vegetable Program

SFA: School(s):


Records 1201a. FFVP record includes the application, awards letter,

budgets and any addendums? 1201b. Invoices, purchase orders, vendor/farmer information are

kept to substantiate costs submitted on FFVP claims for reimbursement?

1201c. A review of the records reveals: 1) Administrative costs limited to 10% of total FFVP grant?

Costs include wages/salaries for reports; write menus, procurement, mandatory training, mileage and other expenses associated with that training.

Costs include purchasing/leasing equipment 2) Cost of nutrition education materials and promotions are

not reported as FFVP costs? 3) Only allowable FRESH fruits/vegetables are claimed for

participating schools (no dips for fruit; fruit leather; jellied fruit; trail mix; nuts; cottage cheese; fruit or vegetable pizza; smoothies; regular peanut butter.)Schools can cook only fresh (not canned or dried) vegetables, those that are normally not eaten raw, as part of a nutrition education lesson no more than once a week. Cooked cranberries are allowed once. No additional ingredients that are part of the cooked dish can be claimed. Q/A memo SP35-2008, August 8, 2009.

4) Operating costs are limited to FFVP portion of costs for: Buying allowable fruits, vegetables, and non-or low-fat vegetable dips; nonfood items such as napkins, eating utensils, serving bowls cleaning supplies, trash bags? Buying value added services (pre-cut produce, ready-made trays or delivery charges)? Salaries and fringe benefits of employee(s) involved in preparation, distribution, set up, clean up?

1201d. FFVP is not used to replace foods that are part of the reimbursable school meal (breakfast, lunch, after school snack) and used only in meal preparation only to avoid waste?

1201e. Records kept for a period of 3 years after the end of the fiscal year) to which they pertain (or longer if there are unresolved audit findings)?

Procurement:

1202a. Geographic preference is applied to locally grown, whole, and minimally processed and products in a usable form (chopped, cut, sliced, diced, shucked)? Memo SP01-2010.

Received quotes from a reasonable number of farmers?

1202b. Purchasing procedures are in compliance with “Buy American” requirement (except for items not available as a domestic product)?

FFVP-1 COORDINATED REVIEW EFFORT

Fresh Fruit Vegetable Program

SFA: School(s):


Participation: 1203a. Enrolled students who normally attend the

participating school and present during service of fruits and vegetables participate?

1203b. Eligible students participate at no cost? 1203c. FFVP is not used as gift or reward? 1203d. FFVP participation is not withheld as discipline?

Effective Management: 1204a Contacts are made with school personnel with FFVP

responsibilities? 1204b.Training sessions and workshops are held for those

who assist with FFVP? 1204c On-site visits are made to assist with implementing

and running the FFVP? 1204d. Technical assistance addresses questions and

concerns? 1204e. No-cost education materials and promotional

materials are obtained from local vendors, health department, extension services and/or with state and local FFVP’s national partners?

1204f. The established operational plan is followed?1204g. A monthly budget is developed?

1204h.Nutrition education included in daily curriculum and

during the service of fresh fruits and vegetables?

1204i. Appropriate sources for fresh produce are available locally and/or through DOD, Farm to School Initiative/farm-to-cafeteria projects, etc.?

1204j. Food safety plan for school operation is followed when receiving, storing, stocking vending machines, preparing, holding and/or serving fresh fruit, vegetables, and low/non-fat vegetable dips?

Scheduling and Service: 1205a. FFVP is scheduled during the school day with a

minimum of 3 days/week. 1205b. FFVP is scheduled at times other than during

service of reimbursable meals? 1205c. FFVP is scheduled at times and through methods

that maximize participation by different groups (multiple time and multiple methods, where applicable)? Ex: FFVP Kickoff assembly and not during a ‘Family Fun’ night.

FFVP-2



2012-2013 Fresh Fruit and Vegetable Program (FFVP) Sponsor Self-Monitoring Form

School Food Authority Name___________________ Agreement Number____________ School Name_______________________________ Grades in School______________

Review conducted by_________________________ Date________________________

1. FFVP is accessible to all enrolled elementary students? Yes

No

2. A variety of fresh fruit and vegetables are offered? • How many times per week are fruits offered? _________ • How many times per week are vegetables offered? ______

Yes No

3. FFVP Production Records are complete?

Yes No

4. FFVP nutrition education has occurred during this month at this site? List examples of nutrition education provided:

Yes No

5. FFVP has been promoted to teachers, students, and parents during this month at this site? (Obtain copies of newsletters, articles, etc.)

Yes No

6. Food safety plan for school operation is followed when receiving, storing, stocking vending machines, preparing, holding and/or serving fresh fruit, vegetables and low/non-fat vegetable dips?

Yes No

Findings: Required Corrective Action:

Technical Assistance Provided:

Comments and suggestions for improvement:

Chapter Eight

Phone: (517) 373-4013Fax: (517) 373-4022

Title First Name Last Name E-mail AddressDirector Kyle Guerrant [email protected]

Executive Secretary Tammy Saul [email protected] Director Louis Burgess [email protected] Director Marla Moss [email protected]

Secretary Janice Dixon [email protected]: (517) 373-9785

Fax: (517) 373-4022Title First Name Last Name E-mail Address

Supervisor Pat Conlen [email protected] Analyst Dawn Harris [email protected]

Department Technician Ruby Zavala [email protected] Analyst Wendy Crowley [email protected] Analyst Peggy Fletcher [email protected]

Fiscal Mgmt. Spec. Pam Miller [email protected]: (517) 373-8642


Supervisor Cheryl Schubel [email protected] Deidra Tyrrell [email protected]

Accounting Technician Victoria Hwang [email protected] Dave Martin [email protected]

Consultant Katherine Fuller [email protected] Jaime Malnar [email protected]

Phone: (517) 373-3347Fax: (517) 373-4022

Title First Name Last Name E-mail AddressSupervisor Howard Leikert [email protected]

Consultant Manager Melanie Brummeler [email protected] Manager Nick Drzal [email protected] Manager Michelle Groothuis [email protected] Manager Stephanie Willingham [email protected]

Secretary Linda Bushong [email protected] Jennifer Cook [email protected] Tanea Curtis [email protected] Connie Kraft [email protected] Dot Anderson [email protected] Liana Bennett [email protected] Diahann Curtis [email protected] Adrienne Davenport [email protected] Dawn Madison [email protected] Nichole Polston [email protected] Robin Scheffler [email protected] Terri Thelen [email protected]

Consultant Lisa Brown-Taylor [email protected] Diane Golzynski [email protected] Peggy LaFleur [email protected] Linda Stull [email protected] Bryan Van Dorn [email protected]


CONTACT INFORMATION

SCHOOL NUTRITION PROGRAMS

FISCAL AND ADMINISTRATIVE SERVICES

DIRECTOR'S OFFICE

FOOD DISTRIBUTION

Revised 8/15/2012


CONTACT INFORMATIONPhone: (517) 373-7391


Supervisor Kim Bilyk [email protected] Manager Doug Wilson [email protected]

Secretary Barb Cotner [email protected] Theresa Galbavi [email protected] Bill Baldry [email protected] Pat Fox [email protected] Dana Galardi [email protected] Sara Harmon [email protected] Sara Holben [email protected] Bob Smith [email protected]

Consultant Melissa Lonsberry [email protected] Stephanie Schenkel [email protected]

Phone: (517) 241-4284Fax: (517) 373-1233

Title First Name Last Name E-mail AddressSupervisor Noel Cole [email protected] Annette Filbrandt [email protected] Joni Lindeman [email protected] Meeghan Peterson [email protected] Lisa Smith [email protected] Patty Lawless [email protected]

Consultant Shawn Cannarile [email protected] Kim Kovalchick [email protected] Mary Teachout [email protected] Whitney Vance [email protected] Laurie Bechhofer [email protected]

Department Technician Nicole Kramer [email protected] Polly Brainerd [email protected] Janie Colton [email protected] Bob Higgins [email protected] Lauren Kazee [email protected] Erica Kelley [email protected] Amanda Kuechle [email protected] Amanda Mezuk [email protected] Mohamed Peeran [email protected] Lara Slee [email protected] Yolanda Urquhart-Williams [email protected]

Phone: (517) 373-1806Fax: (517) 241-0496

Title First Name Last Name E-mail AddressSupervisor Shulawn Doxie [email protected]

Department Manager Monica Butler [email protected] Lucy Sciotti [email protected] Andy DeYoung [email protected] Keesha Fife [email protected] Eric Lipinski [email protected]

Consultant Ken Micklash [email protected] Specialist Carol Skillings [email protected]

Department Technician Tami Feldpausch [email protected]. Analyst (Ed Jobs) Alyssa Sagolla [email protected]

-Contract- Peter Jones [email protected] Rajesh Kannan [email protected] Bill Maas [email protected]

COORDINATED SCHOOL HEALTH AND SAFETY PROGRAMS

GRANTS COORDINATION AND SCHOOL SUPPORT

CHILD AND ADULT CARE FOOD PROGRAM

Revised 8/15/2012

fresh fruit and vegetable program requirements training ...€¦ · flint, school district of the...

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